Conduct inventory

Inventory closing method

LPP, WAPP, LCP, WACP: You will select the default calculation options recovered in the Inventory statement validation in Priority 1:

- Statement warehouse price,

- Price from the default warehouse of the folder defined in the company settings (via Commercial management/Stores and warehouses.)

- Price from the item record

- Price specified for the last movement entered before closure

Cost price

(Refer to Cost Price Management)

- Case of a transfer between two warehouses of a same store: the entry of the

transfer requires specifying the sender store, the recipient store, the sender

warehouse, and the recipient warehouse.

- Case of a transfer between two warehouses of two different stores: the entry of the

recipient warehouse for the transfer is not requested.

Use of the transfer valuation

module

It is possible to create specific transfer valuation rules (Settings module -

Documents - Transfer valuation.) When creating a transfer, and if this option is

checkmarked and the criteria of a rule correspond to a sender store and a recipient

store, the rule will apply (refer to Transfer Valuation.)

Customized message for transfer

valuation

This setting is taken into account only if the "Use of the transfer valuation module"

option is enabled. If a rule is applied for the valuation of a transfer, the information

message only includes the description of the applicable rule. Otherwise, the

message displays the valuation detail of the rule.

Request to apply modifications

when validating transfers

This option makes it possible to ask the user if he wants to apply the modifications

carried out during the validation of a transfer notice on the corresponding sent

transfer.

Management of remainders for

transfer notices

If the remainder management is enabled for transfer notices, you can validate a

transfer notice in several steps in accordance with the physical receipts.

Please note: If this setting is enabled, the "Request to apply modifications when

validating transfers" is not checked and cannot be modified.

Direct transfer if sender store is

of type Headquarters

If the transfer is sent from a store of type Headquarters (see the Contact information

tab in the store record), the transfer sent generates directly a received transfer

without taking into account the options linked to the creation of a transfer notice.

Recovery of customer associated

w/ recipient warehouse

As any created document, this one is assigned to a third-party. This option enables

you to choose the customer selected by default when the transfer was created. You

can choose among the following options:

- Default customer for transfers: Recovery of the customer entered in the company

settings (via Commercial management/Default settings/Third-party for transfers.)

- Customer linked to the store: Recovery of the customer entered for the recipient

store (in the Third-party tab of the record.)

- Cust. associated w/ recipient warehouse: Recovery of the customer entered for the

recipient warehouse (in the Contact information tab.)

Note: If the customer associated with the warehouse or store (according to the

option selected) is not specified, the default customer for transfers will be selected.

Field

Description

Blind entry - inventory

Is used to conduct an inventory hiding the notion of physical inventory.

Create generic lines in an

inventory discrepancy document

In order to accelerate the validation of the inventory, you may uncheck this setting

so that no generic lines are created in the inventory discrepancy document.

Alert if inventoried quantity is

above...

Alert if the inventoried quantity is above the value entered here.

Authorized limit to validate an

inventory (number of lines w/

discrepancies)

At the inventory validation step, if the list to validate includes more than x lines

with discrepancies, a message will propose the user to split the list.

Field

Description

Cost price calculation from cost

groups

This setting is linked to the serialization of module P30431. If the module is not

serialized, this company setting will not be available. The management of cost

prices will be limited to the use of and tax exclusive cost price of the item record.

Cost price management

- None: cost prices are not supported.

- The tax exclusive cost price of the record values the cost prices of the document

lines.

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Inventory snapshots

(Refer to Inventory Statements and Snapshots.)

Calculation method for inventory snapshots: According to you choice, the following elements will be available:

For the "Standard" option, the following documents are taken into account: AFS, AVS, BFA, BLC, BLF, CC, CDI, CF, EEX, FAC, FF, FFO, INV, PRE, RDI, SEX, TEM,

and TRE.

For the "Without considering invoices" option, the following documents are taken into account: AFS, AVS, BFA, BLC, BLF, CC, EEX, FAC, FFO, INV, PRE, SEX, TEM,

and TRE.

Inventory flash query

(cf. Inventory Query)

Replenishment

(See Replenishment)

These 2 options are only available if module P30431 is serialized.

- Automatic calculation of cost price

- Manual calculation of cost price

Calculation direction PP/CP

coeff. of item record

This setting can be changed if the “Cost price management” company setting is

forced to the Tax exclusive cost price from the item record. Select the calculation

direction for the purchase price and the cost price in the item record, thus taking

into account the PP/CP coefficient.

- PP * Coeff = CP: Purchase price * coefficient = Cost price,

- CP * Coeff = PP: Cost price * coefficient = Purchase price

If the calculation direction is specified, 2 elements will complete the item record,

i.e. the coefficient and an automatic calculation indicator All this information is

available in the item record

Reference store for item record

The WACP or weighted average cost price is updated if the document is linked to

the store referenced in this setting.

Consider freight and expenses

Freight and expenses are taken into account only if the "Purchases - Expenses and

discounts" module is serialized. Freight and expenses are applied in proportion to

the amount of the document lines.

Freight and expenses are taken into account in the “Cost price” if "Use tax-excl.

cost price from item record" or "Automatic calculation of cost price” is selected.

Supply of the tax incl. cost price

of sent transfers

The cost price of the sent transfer document will be supplied via:

- Item cost price - Tax excl.

- Last cost price - item

- Weighted average cost price - Item

- Last cost price - inventory (sender)

- Weighted average cost price - Inventory (sender)

Supply of the tax incl. cost price

of received transfers

The cost price of a received transfer resumes:

- Cost price of the previous document,

- Purchase price of the previous document.

Document valuation in folder CP

Cost price management allows you to work in the store currency. This option is

used to value the cost price in the currency of the folder. (The folder is managed in

a single currency specified in the company settings.) This valuation is aimed at

minimizing currency conversions. The folder cost price is valued from:

- Tax-excl. cost price from item record (default value)

- Inventory LCP in folder currency: If there is a null value in the inventory record,

the cost price of the item record will be used.

- Inventory LCP in folder currency: If there is a null value in the inventory record,

the cost price of the item record will be used.

Field

Description

With photo of the item

The photo associated with the item record is recovered for the query.

Hide the detailed inventory

record

The access to the inventory detail is disabled.

Use the record in the Back Office

This option must be checkmarked to be able to use the inventory flash in the Back

Office when querying the inventory.

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Company Settings - Customers/Suppliers

Back Office: Administration - Company - Company settings - Commercial management

Customer code assignment

The automatic assignment of third-party code is subject to an option available at store level, in the Contact information tab of the record. In this case, the following options

can be applied:

Prefix for auxiliary accounts

Customer contact info connector

QAS is a tool provided by Experian to check address validity when entered. It offers a step-by-step method for finding and formatting addresses. The use of this tool enables

you to improve the quality of customer records in Yourcegid Retail Y2. The address checking module must be serialized (refer to Checking Addresses.)

Field

Description

Replenishment management

This setting is enabled, after the serialization of the Replenishment module.

Force negative physical inventory

to zero

A negative physical inventory is considered as being set to 0 for the "Inventory of

the warehouse to supply" and "Inventory of the stores to supply".

Force negative net inventory to

zero

If the net inventory is negative, the latter is set to 0 for the "Inventory of the

warehouse to supply" and "Inventory of the stores to supply".

Field

Description

Code length/Prefix

The default procedure for automatic assignment of the customer code must be

defined here. The prefix is optional.

Attention! The length of the code defined here must be less than or equal to that

specified in the auxiliary accounts used for the accounting transfer.

These settings will be used if nothing has been specified at the store record level, as

explained below.

Last counter used

Display of the last number assigned.

Field

Description

Supplier/Customer auxiliary

prefix

Input field for 1 to 9 characters. If you want all the supplier (or customer) accounts

to begin with the same characters, enter a character string in this field, and each

auxiliary account will be automatically created with this prefix.

Fields

Description

Automatic assignment of supplier

code

This checkbox option enables the automatic increment of supplier codes. This

choice means that the coding of suppliers is arbitrary.

Field

Description

Default individual customer

The customer type proposed by default will be defined in this setting. You can

select an Individual-type customer used for retail sales, or a Company-type

customer used for Trade sales.

Dual last name/first name

management

These two checkboxes allow you to manage the corresponding fields in the

customer record and customer analyses, for individual customers.

Concerning Company-type customers, a second company name will be added to

display the company's translated name.

Field

Description

Checking addresses and numbers

Tick the types of verification you want to perform.

- Checking postal addresses: No action required. Actually, this setting will be

activated automatically when the module has been serialized.

- Checking e-mail addresses: Enables you to activate e-mail verification.

- Checking cell phone numbers: Enables you to manage mobile phone number

verification. After activating this option, please check the “Check phone numbers”

option too, and populate the “Special characters authorized” field (see hereafter

Management of Phone Numbers.)

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Templates and customer record printing options

These settings allow you to determine the print template for a customer record and the different information that is included on the printout (notepad, contacts, etc.). Only the

“Report with print options” settings is supported in the customer record (retail) template provided by default.

C.R.N. Code

Customer payments

Optimized merger of customers

Automatic merger for ship-to, bill-to, paying customers Setting not supported in Yourcegid Retail Y2

Search priority

Management of phone numbers

Default official documents

This setting enables you to determine the official document (passport, ID card, etc.)

associated by default with the customer record.

Field

Description

Check for doubles on CRN

Three choices are available:

- Warning with list of duplicates: When validating the third-party record, a message

displays if the CRN code (company registration number) is already used in other

records. You can view the list of duplicates et make corrections, if need be, or

answer No to the query of duplicates, thus validating the record.

- Warning only: When validating the third-party record, a warning message

specifies for which third-party code, the number is already used. You must confirm

the CRN code to validate the record.

- Systematic freeze: This choice prohibits the existence of CRN doubles.

Country with C.R.N code control

Multiple choice list to select the countries for which the CRN code is checked for

uniqueness. By default only France is selected.

Field

Description

Trade settlement management

Allows you to activate customer payment tracking directly in Yourcegid Retail Y2

when using different accounting and commercial management databases.

This option enables a user to specify that a payment has been collected, to enter a

payment, to reconcile payments or cancel the payment reconciliation.

Advanced management of

customer risk

This enables the new features for the customer risk calculation. For the risk

calculation per document type, you can:

- Define the valuation mode of the customer's outstanding balance and only

consider approved documents.

- Define in accordance with the customer risk the alert level when creating

documents.

Fields

Description

Customer/supplier search priority

Defining search priority

Customer/supplier search priority criteria are determined in the Settings module, in

Customers, and via the Search Priorities command. You may select up to 6 priorities

which will then be processed in ascending order.

Using search priority

Once created, search priorities can be then selected in company settings, as well as

in the Miscellaneous tab in the store record.

Note that in customer/supplier searches, priorities specific to the store will be

checked first. Otherwise, the priority set in company settings will be applied.

Field

Description

Control of phone numbers

You can also set up a phone number verification when entering a customer record,

as well as the option to declare certain characters as being authorized. If a phone

number is considered invalid, a message will be displayed when entering a sales

transaction. Please refer to the customer record description below. Please refer to

the customer record description hereafter (see Customer Record in Detail).

Authorized special characters

You can authorize special characters such as a blank space, * , / , and - (e.g.

Character “+” is used to save phone numbers.) Note that if this field is empty,

unauthorized characters will be replaced by 0.

Automatic correction on entry

If this option is checkmarked, and the cursor quits the entry field, the system

performs an automatic correction of non authorized characters. They are replaced

by the first character specified in the previous field (Authorized special characters).

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Customer existence control

Management of customer confidentiality

Company Settings - Formatting Customer Fields

Back-Office: Administration - Company - Company settings - Commercial management

Formatting customer record fields

Two-position checkbox enabling the entry of data in fields relating to the formatting of fields for the customer/prospect records of type individual or company.

Individual

Note that if the "Authorized special characters" field is empty, unauthorized

characters will be replaced by 0.

Fields

Description

Priority list

When entering a new customer, this setting will check if the customer has already

been listed in the database. The types of verification are determined beforehand in

the Settings module - Customers - Duplicate check

Check for uniqueness of EAN

code

This setting checks that the EAN code assigned in the customer record (Payments

tab) to every customer is unique. Enabling this setting triggers a check of possible

duplicates in the database. In case of duplicates, you cannot enable this setting.

Note that this setting is not compliant with customer restrictions.

Field

Description

Available options

Customer privacy enables you to determine how the customer will authorize use of

their personal data. This information is affixed manually in data such as email

addresses and phone numbers in customer records. Select one or more

confidentiality types that will be displayed in the customer address, phone and e-

mail fields.

- Information to ask the customer

- Information usable only by the brand name

- Information usable by partners

- Do not use this information

Default options

Select the default confidentiality level for the address, phone and e-mail fields.

Input detail level

This setting enables you to complete the Opt-in / Opt-out settings (gathering of

customer personal data) and may take the following values:

- By information entered (default): the current operation is maintained.

- By communication channel: a single piece of data is available per communication

channel.

- Global: enables you to enter street address information in customer records once.

This information will then be automatically copied to all other information (e-mail,

telephone).

Creating customer forms by

double validation in Front Office

This setting allows you to set up double validation of customer records when

creating them in Front Office. In this case, the customer record will remain on the

screen after you validate it once. This will enable you to perform other operations:

create contacts, add addresses, CBS operations, etc. The second validation saves

these very last changes and exits the record.

Example of customer creation by double validation

1. Creation of the record and population of the record. Note that option buttons are

not available. It is therefore not possible to enter contacts, additional addresses, etc.

2. A first validation of the record creates the customer and allocates a counter

without closing the record. This method allows you to make the options screens

usable.

This mechanism is due to the fact that a screen (contact screen, for example)

records the information, but this requires to have the customer’s counter. This

setting allows the user to enter information without having to close the record and

open it again.

Field

Description

Name format

Selection list for formats to assign by default to the customer's name.

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Companies

Company Settings - Documents/Entry

Back Office: Administration - Company - Company settings - Commercial management

Pre-allotment by store

Item margin check

Delivery dates

Merchandise transformation

Maximum size of particles /

Format

Value corresponding to the maximum number of characters for particles. Selection

list used to select the layout mode for particles.

First name format

Selection list for a standard format to be assigned to the customer first name.

Field

Description

Company name line 1 and 2

Selection list for a standard format to be assigned to first and second lines of the

company name.

Address line 1, line 2, line 3

Selection list for a standard format to be assigned to each customer's address line.

City

Selection list for a standard format to be assigned to the customer's city.

Phone: space deletion

Not supported in Yourcegid Retail Y2

Deleting double separators

Checkbox option enabling the correction of entry errors in addresses.

Example: If you type two spaces or two commas in the address, one of the two

characters will be deleted when the customer's record is saved.

Field

Description

Pre-allotment by store

This option enables the pre-allotment for purchase proposals. When a purchase

proposal is entered for a store (defined in the company settings), a pre-allotment by

store will be carried out for each line of the document.

Pre-allotment store

This option determines the default store used for a pre-allotment entry of type

Headquarters. Please notice that only stores categorized as Headquarters in the store

record can enter pre-allotments.

Documents generated by default

Select the document generated for each store, from the purchase proposal (purchase

order, delivery notice, or purchase proposal.)

Field

Description

Item margin check on

Selection list to determine the purchase price or the reference cost price to calculate

the item margin.

Minimum margin check

When entering a sales document, a message specifies that the calculated margin is

inferior to the minimum entered in the item record.

Minimum margin freeze

If the minimum required margin is not met, the document cannot be validated

(except if the "Override locks on margin" concept is set to green.)

Field

Description

Check delivery dates for items

This option enables the control of delivery dates for the document types selected

hereafter. Note that the date must be within the period defined in the corresponding

item record.

Types of the checked documents

List of document types for checking delivery dates.

Starting/Ending date

Selection of the date field in the item record that corresponds to the delivery

starting/ending date.

Check delivery dates when

generating documents

Option to select if you want to check delivery dates when generating documents.

Types of the checked documents

Select the documents for which you want to check the delivery dates.

Field

Description

Merchandise transformation

This option enables the Merchandise transformation module, thus allowing the user

to withdraw a reference from stock, and then to enter one or more references

automatically.

Reasons for special inputs/outputs

Selection of the movement reason relating to inputs and outputs created via Settings

- Documents - Movement reasons.

The inventory input will be valued by the means of:

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Checking supplier invoices

(Refer to Litigation Management)

Import items from inventory

Company Settings - Documents/Processing

Back Office: Administration - Company - Company settings - Commercial management

Invoicing franchisees, concessions and affiliates

Price proposed at inventory input

- Document type EEX:

- The EEX document type set up for the proposed price.

Or by the means of prices for the special output:

- Unit price

- Last purchase price

- Last cost price

- Weighted average purchase price

- Weighted average cost price

Field

Description

Checking supplier invoices

Setting ticked automatically if the module is serialized.

Item for automatic processing of

"Freight and Expenses"

Select the financial item used for credit note requests if there is a dispute on freight

and expenses. Addition of two lines in the "Cancellation/Correction" request for a

financial credit note in the same way for merchandise items. These two lines will be

associated with the financial item defined here.

Litigation settlement reason for

automatic processing

This is linked to the previous setting; the reason is resumed for the settlement of the

litigation concerning the freight and expenses linked to a credit note request.

Query/Process litigations on

transfers

Select the type of query/process for litigations on transfers: either by recipient or by

sender. This setting is linked to user restrictions.

Field

Description

Management of concurrent

accesses in documents

When you access a document and if the latter is already opened by another user, a

message warns you that the document is being edited by another user. You can then

access the document in read-only mode, or in read-write mode with the risk of

losing the changes made by the other user.

Please notice that this control is based on the Yourcegid user code accessing the

document. Consequently, make sure that each user logs in with a unique code.

Default supplier in purchase

documents

Select the supplier resumed by default when creating a purchase document.

Tax excl. selling price list for

transfers

This option enables the application the tax exclusive selling price list of the

recipient store.

Field

Description

Configured inventory: physical +

This setting allows you to specify the default proposed quantity, when you press the

"Import items from inventory" upon document entry. You can add or deduct from

the physical inventory, the quantities available from the inventory counters as

proposed in this list.

Field

Description

Consider negative inventory

when calculating shortage at

document validation

If the document type controls inventory shortage, in the case of multiwarehouse

management, negative inventory values are taken into account to calculate the

shortage.

Field

Description

Invoicing transfers

(Refer to Invoicing Transfers)

The invoicing procedure is modified based on this setting. Moreover, this setting

provides, by default, data for the "Centralize invoicing" field in the transfer

invoicing program. The following options are available:

NONE

Whatever the type of the store, the invoicing documents for transfers are created for

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Miscellaneous

Centralize invoicing on

the sender store and the recipient store.

Click here for further information about this invoicing procedure.

HEADQUARTERS

All documents based on transfer invoicing are intended for, or originate from the

store typed "Headquarters" selected in the wizard , even if the invoiced transfer was

carried out directly between store A and store B without intermediate step at the

store typed "Headquarters". Example: Let us assume a transfer 10 between stores A

and B. The following documents are created:

- A document from store A to the Headquarters and a document from the

Headquarters to store A.

- Two other documents between store B and the Headquarters.

Click here for further information about this invoicing procedure.

SUBSIDIARY HEADQUARTERS

From each subsidiary, transfers are invoiced as follows:

- Intra-subsidiary transfers: the store of type "Subsidiary headquarters" defined for

the subsidiary group is the liaison store for invoices based on transfers between

sender stores and recipient stores of the subsidiary group.

- Transfers concerning stores without subsidiaries: in this case "NONE" is selected.

The invoicing is done between sender and recipient stores.

- Inter-subsidiary transfers: transfers are invoiced between stores of type

"Subsidiary headquarters" for each subsidiary group. By default, this setting

supplies data for the "Centralize invoicing" field in the transfer invoicing program.

Click here for further information about this invoicing procedure.

Type of transfers to invoice

The quantities taken into account to generate invoices depend on this company

setting:

- Sent transfer (TEM): the quantity used to generate the invoice is equal to the

quantity of the corresponding sent transfer.

- Received transfer (TRE): the quantity used to generate the invoice is equal to the

quantity of the corresponding received transfer.

- All: the selection of invoicing sent or received transfers will be made when

invoices are generated. Example: You can invoice a group of stores for transfers

sent, and another group for transfers received. Please note! Do not charge sent and

received transfers in the same flow; no checks will be made.

Invoicing valuation

Is used to determine how transfers are valued for each process. The following

valuations are available:

- Original document price

- Price list for sender store

- Price list for recipient store

- Invoicing store price list

- Price list of customer linked to the store

- Price list for recipient customer

- Trade price list of customer associated with store

- Trade price list of recipient customer

Selection of whole transfers

during invoicing

The selection of the transfers to invoice via Invoicing transfers / Interactive is done

as follows:

- If the option is ticked, transfers are selected from documents,

- If the option is not ticked, transfers are selected from transfer lines

Do not invoice intra-store

transfers

This option is used to exclude intra store transfers from the selection of transfers.

Invoicing store

Selection of the store of type "Headquarters" which is used by default in the sales

invoicing wizard (refer to Invoicing Sales.)

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Dispatching

Trade of goods declaration

Temporary item

Override considered receipts: If this option is checkmarked, a receipt already accounted for can be modified to assign another item to the receipt.

Countermark management

(Refer to Countermark Management)

Available orders

Batch modification of purchases

Creation of a delivery slip from transfers

Defines how delivery slips are generated from transfers.

- Original document price: The delivery slip resumes the valuation of the transfer received.

- Tax excl. selling price list: The tax exclusive price list code of the recipient store is recovered. If there is a price list for an item, it will be applied; otherwise the trading price

of the item record will be applied.

- Transfer price: The delivery slip resumes the valuation in transfer price of the transfer received.

Company Settings - Financial Accounts

Field

Description

Keep installments when

generating

When documents are generated, either manually or automatically, installments are

not recalculated, if this option is not checkmarked.

Keep installments when

modifying

When a document is modified, installments are kept if this option is enabled.

Field

Description

Dispatching sales

The dispatching feature, if enabled, handles multistore orders.

Dispatching amount

This setting will be resumed by default at third-party level. If this option is not

checkmarked, the dispatching will be based on quantities.

Force quantity of each size to 1

If this option is checkmarked, the line concerned will have a quantity of 1 for each

document line.

Category of sales predispatching

For example, quotations. It is the document type that allows the pre-allocation of

quantities/amounts per customer and store.

Category generated by

dispatching

For example, customer orders. A process enables quotations to be broken into

orders based on splittings.

Field

Description

In WEB format

Selection of the format for the Trade of goods declaration. If "In IDEP format” is

selected, this option is not accessible.

Obligation level for

shipment/introduction

Selection of the obligation level for shipment/introduction if the TGD is in Web

format.

In IDEP format

Selection of the format for the Trade of goods declaration in IDEP format (IDEP

software.) If "In Web format” is selected, this option is not accessible.

Obligation level for introduction

Selection of the obligation level for introduction if the TGD is in IDEP format.

Generating a TGD per store

One declaration is generated for each store.

Export folder

Selection of the folder where the TGD will be generated.

Field

Description

Ignore the automatic generation

of intra-store available orders

During a transfer concerning a same store, sender and recipient, for two different

warehouses, the process for generating available orders does not apply, if this

option is enabled.

Generation of an available order

when validating a receipt

This option is to be ticked to generate available orders when validating a receipt. If

this option is ticked, a message tells you that customer orders are pending and

prompts you to generate available orders.

Field

Description

Purchase price revaluation

Default selection for the revaluation of line purchase prices:

- Item record: Item purchase price

- Price list: Purchase price list

Authorize the modification if the

new price is null

By default, this option is not enabled. The valuation of the document is not

modified, if the new price is null.

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Back Office: Administration - Company - Company settings - Commercial management

This section of the company settings is used to define default control accounts. Before starting, it is important to specify the length of the accounts via Accounting -

Accounting data. Indeed, if these accounts are not correctly set up, serious consequences may occur. In the case of distinct databases, all accounts of the two databases should

be harmonized.

Purchases / Sales

Intra-Community VAT

Specify the VAT accounts for purchases and sales.

Accounting for delivered / picked up goods

Specify the accounts for goods.

Company Settings - Account Posting

Back Office: Administration - Company - Company settings - Commercial management

Field

Description

Business discount accounts

Accounts for business discounts received (purchase) and granted (sale) used by

default for the generation of accounting entries. Is used to set up control accounts

for business discounts:

- For business discounts on purchases, you have to configure a financial account of

type 7 (e.g. 765000) because this is a revenue.

- For business discounts on sales, you have to configure a financial account of type

6 (e.g. 665000) because this is an expense.

Invoice total discount accounts

Accounts for discounts received (purchase) and granted (sale) used by default for

the generation of accounting entries. Is used to set up control accounts for invoice

total discounts:

- For discount on purchases, you have to configure an account of type 609000

(which works in reverse, and therefore increases credit).

- For discount on sales, you have to configure an account of type 709000 (which

works in reverse, and therefore increases debit).

Default accounts before tax

Tax exclusive purchase and sale accounts used by default for the generation of

accounting entries. Is used to configure purchase and sale accounts, exclusive of tax

(of type 607000 and 707000.)

Freight and expenses

Accounts for freight and expenses for purchases and sales used by default for the

generation of accounting entries. Is used to set up control accounts used for freight

and expenses (e.g. 624000 for a purchase invoice.)

Field

Description

Finance connector

Enables the link to Accounting related to the serialization of the module.

Accounting breakdowns

Authorizes the accounting breakdown by items, warehouses or third-parties via

Administration - Link to Accounting - Accounting breakdowns.

Warning!

- If warehouses are not supported, this company setting must not be not ticked.

- In accounting breakdown, if there is at least one line with Item or Warehouse,

ensure to specify the item or the warehouse on all lines.

Fields

Description

Deferred accounting

This option is ticked by default and is not accessible because accounting in

Yourcegid Retail is a deferred accounting.

Using configured analytical axes

Analytical breakdowns are defined via Administration / Link to accounting /

Analytical breakdowns.

External accounting

This option applies to databases with a third-party accounting application. In this

case, the accounting transfer is performed up to the export file for accounting

entries.

Litigation accounting

This option prevents you from sending documents with disputes to accounting

when the management of litigations is enabled.

Supply the encashment log for

invoice receipts

If receipts are entered in the Back Office, this option supplies the encashment log

with receipts entered on the Front Office and the Back Office.

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Supply the encashment log with

the internal reference

The encashment log will be supplied with the internal reference of the accounting

entry from the settings defined in the payment method.

Discounts on invoice total for FO

sales

The invoice total discounts entered in the receipts of the Front Office are accounted

for.

Fields

Description

Back Office/Front Office -

Monitoring accounts receivable

Accounting entries for trade documents (or receipts) are posted to auxiliary third-

party accounts (of type "411000000 - X - auxiliary no."). Otherwise, the control

account (of type 411) of the store record must be specified: this account will be

used in the accounting transfer.

Management of bank card fees

This option specifies that bank card fees can be managed.

Bank remittance via the safe

If this option is checkmarked, the accounting entry for the bank remittance is

generated when the amounts in the safe are remitted to the bank in the Front Office.

Otherwise, the entry for the bank remittance is done for each receipt (provided that

the payment method is configured to be remitted to the bank.)

Accounting for payments

If this option is enabled, payments can be sent to accounting.

If the option is disabled, payments are not sent to the file of accounting entries.

Purchases not liable to VAT

Tick this option of purchases are not liable to VAT. Note that in this case, the

inventory WAPPs are calculated on the tax inclusive net price.

Positive accounting for returns

Accounting entries for returns of merchandises are considered as positive.

Update of analytical sections

When analytical breakdowns are used and if the accounting transfer processes a

non-existent section, the section will be created, if this option is checkmarked.

Management of analytics per

document

This option enables the management of analytics for document entry. Analytics are

available for Yourcegid Retail documents.

Send only cash register flows to

Accounting

Only register operations of type cash flow are sent to Accounting. A cash flow

operation is relating to: Register discrepancy, Cash float, and Withdrawal.

According to the settings defined, register operations tagged "Cash flow operations"

are taken into account for the following types: Exchange of payment methods,

Miscellaneous input, and Miscellaneous output.

Fields

Description

Accounting transfer store

- Store of the document: Accounting entries are linked to the store of the document

(receipt, invoice.)

- Default store: Accounting entries are linked to the store code entered for the

"Default store" field in the Company settings - Accounting - Accounting data.

- Default accounting store: Accounting entries are linked to the store code entered

for the "Default accounting store" field.

Default accounting store

This is accessible only if the "Accounting transfer store" corresponds to the

"Default accounting store.” Enter the store code to which the accounting entries will

be linked.

Export directory

Select the default directory used in the accounting interface.

Export file format

Select the format of the file.

Exportable journals

Select the list of journals.

Journals excluded from export

Select from the list the journals to exclude from the export of accounting entries,

even if there are existent entries.

Commercial mgt reference -

destination

- None: Not recovered for the accounting entry.

- Document reference: The commercial management reference is recovered.

- User-defined reference: Comment 1 to 10:

Maximum number of days to

keep files in the database

Defines the retention period for files in the database (YDEMFILES table.) When

running any accounting application from a smart client or via scheduled tasks, files

will be purged from the database. Please note: if this setting is set to 0, no purge

will be performed. By default, this setting is set to 365.

Alert on documents not sent to

accounting prior to

Default setting used to identify the documents that have not been sent to

accounting. Enter the number of days after the current date before an alert is issued.

This setting is recovered in the "Document not sent to accounting" feature

(Administration - Link to Accounting.)

Time measurement for

accounting transfer

When an accounting transfer is performed, the notepad includes more or less

detailed information about the process.

- None: Limited information is displayed when the different steps of the transfer are

carried out.

- Simplified: Simplified information is displayed in the notepad as the transfer is

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Company Settings - Inventory Accounting Closure

Back Office: Administration - Company - Company settings - Commercial management

Entries for non received invoices

Inventory entries

Company Settings - Front Office

Back Office: Administration - Company - Company settings - Commercial management

Front Office

progressing.

- Detailed: Information relating to the transfer or detailed for each step of the

process.

If an error occurs, this information may inform you about wrong settings.

Settings excluded from export -

List 1 and List 2

Settings can be excluded from the export when the TRA file is created.

Example: Exclude the list of fiscal years that can be different in the Yourcegid

Retail database and the accounting database.

Fields

Description

Management of inventory

closures

This option enables the inventory accounting closure for the database (refer to

Accounting Closure.)

Field

Description

Journal of entries

Select the journal to which entries for non received invoices will be assigned.

Description of entries

Entry of the description

Supplier account

Supplier account for non received invoices (FNP),

Purchase account

Purchase account for non received invoices (FNP)

VAT account

Purchase account for non received invoices (FNP)

Field

Description

Journal of entries

Select the journal to which inventory entries will be assigned.

Description of entries

Entry of the description for accounting entries.

Inventory change account

Account for inventory changes

Inventory account

Stock account

Fields

Description

Store accounting for transfer

notices

This option specifies if transfer notices are taken into account for the sender or for

the recipient store.

Field

Description

Store logo

Select the logo that will be displayed on the register above the buttons of the touch

pad. This setting will be applied if the logo of the store is not specified in the

settings of the register.

Logo of the receipt

Select the logo used on the receipts when they are printed. This logo is used if the

"Logo of the receipt" field is void in the register settings.

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Link for payments

Loyalty

Definition of the prefix and the counter for loyalty gift certificates.

Fraud prevention

Identifies original receipt: In this case, the reference of the gift certificate enables the identification of the original receipt compared to the duplicate receipt. A return is

possible, mentioning that it was done from the original receipt or duplicate receipt.

Sales indices

(Refer to Sales Indices.)

Customer balance

(see Calculating Customer Balances in the Front Office)

To display the customer's balance on the register, you can select one of the following calculation rules:

- All types of documents: analyses the lines and the payments of all the documents from the customer. This is the rule applied by default.

- Retail sales: analyses the lines and the payments for the customer's receipts (FFO) only.

- Outstanding balances: analyses the register operations or the payment instruments not used yet, such as the customer's gift certificates, deposit payments, balance due

amounts, or credit notes.

Replenishment orders

Field

Description

Prefix for gift certificate number

This option is used to configure the barcode assigned to each gift certificate.

Barcode type

Length of gift certificate number

Automatic assignment

Enables the automatic assignment of the number.

Search on gift certificate no.

If a payment method associated with a gift certificate is used, first of all, the search

is based on the gift certificate number. (Refer to Secure the Use of Vouchers at the

Retrieve customer from gift

certificate to receipt

If a fictitious customer is assigned to the receipt, the customer of the gift certificate

will be resumed in the receipt.

No control of gift certificate

number if manual allocation

If a number is allocated manually to a gift certificate, the control of the key, based

on the barcode type is disabled.

Multi-certificate entry when

entering payments

Certificates can be entered in simple or multiple mode; according to the selection

made here, the operating at the cash register may be different. (Refer to Secure the

Use of Vouchers at the Register.)

Field

Description

Receipt number calculation rule

This setting defines which are the receipts that must be accounted for the

calculation of the number of sales receipts:

- Count all receipts: This is the current calculation method for the number of

receipts.

- Ignore the receipts with an amount equal or inferior to 0: Only the receipts with a

positive total are considered.

- Ignore the receipts with an quantity equal or inferior to 0: Only the receipts with a

positive total quantity are considered.

- Deduct receipts with amounts less than or equal to 0: +1 for receipts with positive

totals, -1 for receipts with negative totals

- Deduct receipts with quantities less than or equal to 0: +1 for receipts with

positive totals, -1 for receipts with negative totals

Consider return lines

This option is only active if you have chosen to ignore negative receipts (amount or

quantity) If unchecked, this option disregards all return lines before evaluating

whether the receipt is negative or not. Therefore, only positive lines are taken into

account to assess the receipt and thus to calculate the number of receipts.

Weighing by salesperson

It only makes sense to use this option if there is a possibility that a receipt may be

shared between several employees. If this is the case, this option is used when you

need to detail the number of receipts per salesperson. The weighting is calculated as

follows: Salesperson sales amount/total receipt amount

Field

Description

Supplier of replenishment orders

Selection of the supplier code used when entering replenishment orders for stores.

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Miscellaneous

Item returns

Available orders/reservations

(Refer to Customer Orders and Customer Reservations)

This setting allows you to integrate an available order or reservation with a sales receipt without necessarily specifying the customer. By default, this option is not activated.

Transformation type

Select the document type that will be preselected when generating store

replenishment orders.

Field

Description

Ignore printing settings for

documents of type "Sales receipt"

If this option is ticked, the receipt is printed in the Front Office via the options

defined for the register. Otherwise, the options of the document type will be

applied. For example, in the case where the store does not print documents in

receipt format, but an invoice in A4 format.

Training base

This option allows you to know if current database is a training database. In this

case, the background color of sales transaction entry screen is red and “Demo

version” is printed every 3 lines on the receipts. This settings is not accessible

directly by he user It will be activated by Cegid consultant via a query.

Cashier management

This setting enables the management of cashiers, with the following characteristics:

- You can specify in the employee’s record, if the person is a salesperson and/or a

cashier.

- In the Front Office, opening and closing operations are carried out only by

cashiers.

- The list of salespeople only includes employees for whom position "Salesperson"

is selected.

Management of cashboxes

This option enables the management of cashboxes (floating cashiers.) The sales

session is put on hold and the associated cashbox is removed from the POS by the

cashier who puts it into the safe during this break; another cashier can then use the

POS.

Specific

Field designed for a specific customer.

Search for customer

This setting is used in a specific case. It allows you to perform a search on the

customer’s second name in accordance with settings specific to your organization.

Condition receipt duplicates for

sales

This option activates the condition to mark the receipts as printed in accordance

with the receipt templates selected in the option below.

Template list

List of receipt templates triggering the receipts to be marked as printed.

No printing when receipt is

canceled

There will be no printing, if the receipt is canceled

Justify non usable cashing

options

Some buttons on the Sales transaction entry touch pad do not trigger any action

since the customer is unknown. If this option is enabled, the following message:

"You must specify a customer to realize this option" is displayed. The following

options are concerned:

- Query of customer loyalty,

- Item return,

- Return without control,

- When viewing the history of purchases for a customer.

- When viewing customer information.

Apply the invoicing system of the

cash register to all sales

documents

This option determines the invoicing system to apply when entering sales

documents in the Front Office. The option triggers the following behavior:

- The settings of the documents are not applied.

- Recovery of the tax system at register level (the same as for receipts entered on

the register.)

This option is taken into account when entering sales documents in the Front

Office.

- Customer orders (type CC)

- Customer reservations (type RDI)

Field

Description

Search by default in the store of

the register for item returns

When searching for sales in order to make a return, the "Store" field resumes the

store of the register, if this option is enabled. Otherwise, this field is set to "All"

Selection of the salesperson via

touch pad for item returns

The salesperson for the return line is selected via the contextual touch pad

displaying the salespeople.

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The search screen for available orders and reservations offers several search criteria:

- External reference

- Internal reference

- Date range

- Store of the document

Manage final selling prices at checkout

This setting is used to manage a final selling price at checkout Please refer to section Management of Final Selling Prices.

Company Settings - Front Office (Standalone Mode)

Back Office: Administration - Company - Company settings - Commercial management

Alerts on aggregate recovery

When the number of new aggregates is voluminous, recovering this information could block the register for some time. This would quickly become frustrating if a user wishes

to open their register. The following settings help to reduce this risk.

Field

Description

Search by reference

This setting defines the search method for available orders and reservations. If this

setting is enabled, the “Search for an available order/reservation” option becomes

usable for a sale to the fictitious customer. An exact lookup of this information is

performed to find the available order /reservation according to the priority order

defined in the company settings.

Priority 1 and 2

If the search by reference is activated, search priorities become usable with the

following possible values (only one priority may be defined):

- External reference

- Internal reference

If the search by reference is enabled with at least one priority, the “Search for an

available order/reservation” option becomes usable for a sale to the fictitious

customer.

Field

Description

Default item

This required field enables you to select the default item to be used when re-

integrating receipts, if the receipt item is not recognized (item nonexistent, size

missing, etc.)

Default discount

The default discount is used to state a price difference between the item price of the

receipt and the price recalculated during the reintegration. Select the default

discount which will be applied if the price proposed in standalone mode is in error,

the item is not present or the price entered is different than the actual price. The

discount reason will be used to justify a price change.

Record events in the log

An entry is logged to the event log when a receipt is integrated and if it presents

erroneous information or blocking data that will be replaced by default values

according to the type of error selected in the following settings.

Customer error

Allows you to select one or more customer errors to be registered in the log:

Customer creation, Customer closed, or Customer unknown.

Item error

Allows you to select one or more item errors to be registered in the log: Generic

item, Unknown item, Non-authorized item, Non-authorized price, and Non-

authorized quantity.

Number of printed receipts

Number of receipts to print after the integration of the receipt (if the number of

copies is greater than the number specified in the register settings).

Number of historized days

Number of days to keep the integrated days on the POS terminal.

Fields

Description

Alert at register opening

An alert can be displayed when exporting register settings for aggregates in

standalone mode (Items/Prices).

- None: No alert will be displayed at register opening.

- Alert: Always displays the number of aggregates to retrieve from the register.

- Alert if limit exceeded: If the number of aggregates exceeds the alert limit (next

setting), a message will be displaying informing the user of the number of

aggregates to be retrieved. It is up to the user to decide to retrieve them

immediately or at a later time.

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Company Settings - External Connections

Back Office: Administration - Company - Company settings - Commercial management

Inventory input terminal

(Refer to Inventory Count Management)

Specify the setup of terminal model used by default. If a specific model is used by a store, you can enter the settings for the terminal in the store's record. If there are no

settings defined for the store, the information used by default is the data defined in the company settings.

Remote inventory query

A store can connect remotely on the central database to view the stock. Enter the information required for this connection.

Generation of transfers

Not managed.

Company Settings - Emailing

Back Office: Administration - Company - Company settings - Commercial management

(Refer to Alert Management and Exchanges with Suppliers).

- If the user answers "Yes", the new aggregates are recovered on the register

concerned.

- If he answers "No", the user takes back control immediately after the export

of the settings. This question will be displayed again at the next opening or

closing of the register.

Threshold triggering alert on

Shows the limit of the number of aggregates to retrieve to trigger an alert to inform

the user of when opening the register. Set the aggregate limit to 0 to save current

operating function (default value).

Fields

Description

Customer differential export

If you export your customer file when exporting register settings for the standalone

mode, you can check this option for a differential export of customer data. If this

setting is:

- Not ticked: The file containing this data will be deleted and created again each

time during customer export.

- Ticked: The export concerns only data differential (customer created or modified)

to optimize processing.

Using the Telnet protocol

Tick this setting to run TestWebAccess.exe in a SAAS environment, with AD

authentication.

In a SAAS environment, the line between the Front Office and the server is tested

via the Telnet protocol to check if the port is open.

Field

Description

Sending method for mails

There are three possible configurations (SMTP, Outlook, Notes), but the use of

SMTP is strongly recommended. Sending mails with Outlook only requires the

specification of the sending method. It is also necessary to have an active Outlook

account on the workstation that runs the indicators.

SMTP server

Enter the name of the SMTP server or ISP in this field.

SMTP port

The value entered here must always be smtp.

SMTP login / SMTP password:

Some SMTP servers require authentication to allow emailing. This data must be

entered here.

SMTP e-mail address for mail

alerts

This is the sender address for e-mails resulting from indicators and alerts. It is

preferable to use an existing address which is recognized by the SMTP server.

Depending on its configuration, the SMTP server can prohibit the sending of e-

mails from an unknown address.

SMTP e-mail address for sending

documents

The SMTP e-mail address for sending documents defined in the company settings

is used by default, if the store does not have its own e-mail address specified in its

record.

Technical low-level setting used to change how e-mails are sent by Yourcegid

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Storage of receipt PDFs

(See Emailing Receipts.)

Company Settings - Pricing

Back Office: Administration - Company - Company settings - Commercial management

Disable the "Pipeline" option for

sending e-mails via SMTP

Retail. If this option is ticked, the pipeline option of the SMTP protocol for sending

e-mails will be disabled. Disabling this option may fix some error occurring when

sending e-mails.

In general, and for your information, the SMTP pipeline option allows the SMTP

client to send SMTP commands batches without waiting for a response from the

SMTP server for individual commands/ Because of the way the pipeline works, it

may be difficult for e-mail clients or applications to accurately track the

commands/responses; this can be error-prone. Disabling this option will prevent

such errors.

Field

Description

Storage of receipt PDFs for

external tool

Checkbox option used to enable or disable the storage of receipts in PDF format. If

this setting is ticked, this storage replaces the current e-mailing, and the settings

below become accessible for input.

Storage method

2 values are possible: On la local server disk or via FTP share

Recipient directory

According to the storage method selected previously:

- Storage on disk: this directory must be accessible from the task server(s). No

control performed on this point at input level.

- Storage via FTP: name of the directory on the FTP server.

In the case of an FTP storage, the information below must be specified (no control

will be performed at input level on this information.)

- Server name: enter the server name or its IP address.

- User name: name of the user who connects to FTP.

- Password: name of the user who connects to FTP.

- Server Port: FTP connection port: (by default 21.)

File name format

To generate file names dynamically with information from the receipt, the

following options are available when entering the name of the PDF file:

- <STORE>: store of the register where the receipt was entered

- <REGISTER>: register where the receipt was entered.

- <DOCDATE>: creation date of the receipt in format YYYMMDD

- <DOCNO>: receipt number

- <DATE>: generation date of the PDF in format YYYYMMDD

- <TIME>: generation time of the PDF in format HH24MISS

Example: < STORE >_< DOCNO >_<DOCDATE>.pdf

Retention period for PDFs

This setting specifies the number of days the PDFs are stored after their creation.

Default value: 30 days This is available only if the storage is performed on a local

disk. If no duration is specified, the PDF files will never be removed. The deletion

of the physical files will be effective, only if the files have not been moved by the

external e-mailing tool. Otherwise, the external tool has to perform this deletion.

Field

Description

Price lists & Promotions

This enables the Price lists and promotions module. These price lists are also called

retail price lists because they offer the opportunity to enter promotional periods

(refer to Retail Purchase Price Lists and Retail Selling Price Lists.)

Automatic price list generation

This enables the automatic generation of price lists available in the Sales/Price lists

module (refer to Retail Selling Price Lists.) This option cannot be disabled, if there

is a rule for the automatic generation of price lists.

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Company Settings - Logistics

Back Office: Administration - Company - Company settings - Commercial management

Packing

The Packing management setting (see Packing) is aimed at managing packages and their shipment. This packing enables:

- Packaging and grouping of items for shipment,

- An eased integration when receiving goods in the store.

Default templates

Numbering of packages

Company Settings - Data Import

Back Office: Administration - Company - Company settings - Commercial management

For further information about these functionalities, refer to the following topics

- Data Imports - Formats

- Data Imports - Operation

Note that these company settings are not available for the "Yourcegid Retail Y2 – On Demand Start” offering.

Price list proposal in item

creation

This option allows you to enter price lists directly when creating an item.

Use TRADE price lists

The "Use TRADE price lists" option enables a specific priority management of

trade price lists by displaying the Trade sales menu in the Sales module. These

price lists correspond to a trade activity (for example, price lists can be handled in

quantity.) If this option is disabled, the tax exclusive selling price lists of the

Sales/Pricing menu will apply.

Warning! It is not possible to use these 2 types of trade price list management at the

same time.

Management of price list

programs per store

The management of price list programs offers the opportunity to apply via a

program several types of price lists to a store by the means of rules. The

serialization of the Price lists and promotions module is required (refer to Price List

Programs.)

Price list period always linked to

a price list code

When a period is created, it is always linked to a price list code. This setting makes

it impossible to create price list periods not linked to a price code.

Base period for retail price list

When an item is created, the price lists created are linked to this period for retail

price lists.

Fields

Description

Package label

Selection of the label in format Portrait or Landscape.

Packing slip

Selection of the packing slip with or without the dimension object.

Packing list

Selection of the packing list with or without the dimension object.

Fields

Description

Calculation mode for package

number

The possible choices are: Counter, Document number + counter, Manual.

If you choose the “Document number + counter” option, note that the printing of

the package labels will not be possible since at this point the document number is

not known yet. Labels can be printed after the validation of the document.

If you select option “Counter”, labels can be printed immediately when creating the

packing document.

Length of package number

counter

Specify the length of package number.

Field

Description

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Data recovery

Operating mode

The operating mode is set to Standard and cannot be modified (Standard or SAAS.)

Field

Description

Data origin

Default values proposed in the data import wizard.

Automatic integration

Option to tick so that the Automatic integration option in the import wizard is

selected by default.

Re-processing rejected files

Option to tick so that the files are moved to the input directory for re-processing.

Restitution level of messages

Select the level of the messages to display in the import wizard if a file is

processed:

- Error

- System error

- Information

- Warning

Format of messages in screen/file

Select the format of the messages to display in the import wizard when processing

an import (on the screen or in the file):

- Classification and Processing domain: Process, Customer services, Referencing

- Error code: Code assigned to the error

- Error message: Detailed message describing the error.

- Error type: Displays either "Error", "System error", "Information", or "Warning".

- Line number Addition of the imported line number to the report summary of

integration errors. Each erroneous line is completed with the number of the line that

generated the error, formatted on 6 characters for a better layout.

Example: 000011 - TIE00032 - PROCESSING - City is mandatory

This information is added to the screen in the case of manual integration, into the

log file and the event log.

Copy of erroneous lines to the log

file

This setting must be ticked to insert an erroneous line from the import file into the

log file.

Maximum number of lines to

copy

If the previous setting is ticked, this one defines the maximum number of lines that

be inserted to avoid overloading the log file. The maximum value authorized for the

number of lines to copy is 1,000. A value set to 0, however, does not limit the

number of lines to copy.

Default item

If the item is unknown and if this field is checked and used, the item will be

replaced by the default item defined in the company settings (see the management

of exchanges.)

Default third-party

If the item is unknown and if this field is checked and used, third-party will be

replaced by the default party-party defined in the import format.

Note:

Upon the import of purchase documents, if the third-party of the document is not

specified, the main supplier of the first item will be used.

If $$_FORCETIERS is added and if the third-party provided does not exists, the

default third-party defined in the company settings will be recovered. In this case,

the third-party will be checked for uniqueness. In fact, it must operate the following

way:

- If the third-party/item is not specified in the file, then the value of the import setup

is recovered (where values can be forced.)

- The third-party/item is specified neither in the file, nor in the import setup, the

$$_FORCE... option recovers the value of the company settings.

Field

Description

This setting is used for item imports.

If it is ticked:

- The update of the following fields triggers the update of the generic item and of

all the dimensions. GA_QUALIFPOIDS, GA_FOURNPRINC, GA_DOMAINE,

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Automated exchange of information

List of serialized modules.

Company Settings - Data Export

Back Office: Administration - Company - Company settings - Commercial management

Is hidden for the "Yourcegid Retail Y2 – On Demand Start" offering.

Export of FTP files

FTP settings resumed for the following export formats: "File export via FTP" is ticked, and no specific FTP settings are entered.

Replenishment documents for ORLIWEB

Sender of EDI messages

EAN code of the EDI message sender in the company settings for data exports. This EAN code is assigned by GENCOD.

Company Settings - Customer Services

Back Office: Administration - Company - Company settings - Commercial management

(Refer to Customer Services.)

General

Copy item information to

dimensions

GA_ETATETIQ, GA_PAYSORIGINE, GA_CONFIE, GA_FAMILLENIV1,

GA_FAMILLENIV2, GA_FAMILLENIV3, Statistics, user-defined fields,

GA_LIBELLE, GA_LIBCOMPL, GA_COMMENTAIRE, GA_NUMEROSERIE

- The update of the following fields triggers the update of the generic item and the

current dimension only. GA_COLLECTION, GA_POIDSNET, GA_POIDSBRUT,

GA_POIDSDOUA, GA_DPR, GA_DPA. In the case of an item with a unique

price: The update of the following fields triggers the update of all the dimensions as

well as the generic item: GA_PVHT, GA_PVTTC, GA_PAHT, and GA_PRHT. If

the price for the dimension provided in the file is set to 0, the price of the generic

item for this dimension will be considered.

- In the case of an item with multiple prices, if the price for the dimension provided

in the file is set to 0, only the price for the generic item will be considered.

If is not ticked:

- The update of the following fields triggers the update of the generic item and the

current dimension only. GA_COLLECTION, GA_POIDSNET,GA_POIDSBRUT,

GA_POIDSDOUA, GA_DPR, and GA_DPA

- In the case of an item with a unique price or multiple prices: If the price for the

dimension provided in the file is set to 0, the price of the generic item for this

dimension will be considered.

- If the price of the dimension is different from 0, only the price of the generic item

will be considered.

Field

Description

No valuation of documents

In this case, no search in the price list table is performed. Prices of the item record

are considered.

No valuation if price list does not

exist

If price list does not exist in the price list table, the document will not be valued.

Extract documents in folder

currency

Documents are exported in the folder currency.

Field

Description

Deposit payment

Select the register operation that enables you to view deposits associated to

customer services while entering a sale. Note that these register operations must be

configured beforehand in the Settings module via Management - Register

operations.

Payment method for deposit

payments

Select the “Deposit paid” payment method. Remember that these payment methods

have to be previously created in Settings - Management - Payment methods.

Defect litigation

Disputes must already be created via the Litigations command.

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Settings for customer service printouts

Customer service voucher number

Inventory movements and Customer services

Standard warranty

Select the warranty mode used when the customer service record will be qualified

as “Under guarantee”. The guarantee types must be previously created via the

Guarantee command (see Configuring Customer Services.)

Notepad is required

When entering a customer repair, the user may use the notepad. Mandatory,

Optional, or Mandatory for warranted customer services. The customer services

notepad enables you to enter repair comments and trace all actions.

Automatic update of event

notepad

The notepad located on the right of the customer service record displays the history,

if this option is checkmarked.

E-mail required to validate the

workshop go-ahead

Sending an e-mail is mandatory for the workshop go-ahead.

Manage quantities in cust. service

records

Checkbox for managing quantity in customer service records. Checking this option

will display the same option in store records, in order to manage quantity in the

store desired. This setting is described in section Managing Quantities.

Identification step of the defects

You can manage the identification step of the defect. This is an earlier step to the

proper steps of the customer service. It is performed via the "Defect identification"

command in the Back Office (Sales module - Customer services) and in the Front

Office (Customers module - Customer services). This setting is described in

Managing Customer Service Qualification.

Management of coefficients by

store and item

This enables a more exhaustive management of purchase/sale coefficients in the

Customer services module. These coefficients are defined from application rules

depending on stores and items. This setting enables you to calculate coefficients in

terms of store or item rules.

- Setting not ticked: enables you to keep actual settings where coefficients are set in

supplier records.

- Setting ticked: adds a new menu to Back Office (Settings module, Customer

services menu) that will enable you to determine rules for purchase/sales

coefficients using rules based on store and item triggers.

Internal workshop management

This option enables the internal workshop concept. Additional steps are available in

Back Office to manage receipt at the internal workshop, valuation of the quotation,

description of the repair, and shipment back from the internal workshop.

Control when returning an item to

the store

If this option is checkmarked, the store that receives the object can specify whether

the repair was done. The following options will then appear in the “Workshop

return” menu: “Repair done” and “Repair not done”.

Management of mass repair

validations

Re-shipping repairs from an internal workshop to stores is done via mass

validations. The “Repair” step will be therefore optional.

In the “Re-shipment” menu accessed in Sales/Internal workshop customer service,

you need to specify whether or not the selected customer service operations were

repaired:

“Some customer repairs are not marked as repaired or not repaired. What do you

want to do?”

- Mark them all as repaired: [Repaired] button

- Mark them all as not repaired: [Not repaired] button

- Cancel processing for controlling them one by one: [Cancel] button

Field

Description

Printing type

Select the format of the printout "Report" or "Receipt".

Template

Select a printing template for the various steps of the Customers services.

Number of copies

Select the number of copies to print for each step.

Print preview

Checkbox option to select to display the layout of the document before it is printed.

Field

Description

Length of customer service

voucher no.

The maximum length for the generated voucher number is 17 characters.

Customer service barcode type

Generated barcode type of the customer service.

Field

Description

Generate and link inventory

movements and customer service

records

Enables you to generate and link inventory movements and customer service

records. Checking this option will display the same option in store records, in order

to manage quantity in the store desired. This setting is described in Managing

Inventory Movements and Customer Services.

Select the document types authorized for customer service warehouses:

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Company Settings - Customer Orders and Reservations

Back Office: Administration - Company - Company settings - Commercial management

(Refer to Quotations and Special Orders.)

Generating special orders from quotations

Company Settings - Scheduled Task

Back Office: Administration - Company - Company settings - Commercial management

(Refer to Scheduled tasks.)

CbrWorkerProcess

Warehouse

- Supplier return type: Supplier returns and Supplier return drafts

- Transfer type: Sent transfer, Transfer request and Transfer draft.

- Inventory I/O type: Special inputs, Special outputs, Special input drafts and

Special output drafts.

Whse managed in a WMS

Select the document types authorized for customer service warehouses, "managed

in a WMS" (Warehouse Management Systems.)

- Supplier return type: Supplier returns and Supplier return drafts.

- Transfer type: Sent transfer, Transfer request and Transfer draft.

- Inventory I/O type: Special inputs, Special outputs, Special input drafts and

Special output drafts.

Field

Description

Automatic update of notepad

Tick this checkbox to keep the history of the notepad used in the Front-Office. This

notepad is located on the right side of the Quotation record.

Deposit payment

Select the register operation for a deposit payment.

Due deposit

Amount percentage of the deposit.

Deposit rounding

Rounding to apply to the calculation of the deposit.

Type of printing, Templates,

Number of copies

Select the printing settings for the various documents.

Print preview

Checkbox option to select to display the layout of the document before it is printed.

Fields

Description

Internal reference prefix

When an order is generated from a quotation, the internal reference includes first

the entered prefix. The reference = Prefix + store code + number of the special

order.

Selection of the delivery store

When a purchase order is generated from a quotation, the recipient store is made

visible.

No visa for special orders

In the case where purchase orders are subject to approval (systematically or with

amount condition), this option enables you to ignore the approval if the purchase

order is based on a special order.

Field

Description

Status file management

Activates the status file management function By default, creation of these files is

not activated.

Backup directory for status files

This defines the backup directory for status files. This directory will be accessed

from the server that handles the tasks, but it will not necessarily be accessed from

the client workstations. Therefore, this field is a text field without control.

Header of the name of the status

files

Defines the header of the status file name. Example: LOGPS.

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Attention! This setting must be defined in order to ensure good performance of the system.

Note! These settings should not be modified.

Company Settings - CRM

Back Office: Administration - Company - Company settings - Commercial management

Loyalty management

(Refer to Loyalty)

Management of business operations and data collections

(Refer to Business Operations and Data Collection.)

Sales conditions

(Refer to Sales Conditions.)

Field

Description

Data to preload

Select the language dictionaries that will be preloaded in memory by the

WorkerProcess.

Field

Description

Access method to MSMQ

Generally OS

Name of the MSMQ machine

Point corresponding to the local machine.

MSMQ request queue

Private$\<FOLDER_ID>_REQUEST

MSMQ response queue

Private$\<FOLDER_ID>_REPLY

Lifecycle

-Time (in minutes): 10

- Number of processed messages: 100

Field

Description

Loyalty management

This setting is ticked automatically if the module is serialized.

Last card counter

Last card number created. This setting applies only to store without a specific

counter.

Last loyalty counter

Last loyalty line number used for loyalty movements.

This setting applies only to store without a specific counter.

Management of loyalty

campaigns

This enables the management of loyalty campaigns.

Special loyalty price lists

A special price list will be applied in the stores for loyal customers. When

customers are loyal, the brand name can decide to grant them a preferential price

list. This preferential price list is subject to the customer's loyalty membership.

Discount reason for special

loyalty price lists

If the previous option is ticked, it becomes possible to select a discount reason. This

reason is assigned to the discount observed between the public price and the price

granted.

Fields

Description

Management of call-back lists

Setting that enables call-back list management (refer to Call-back Lists).

Store managers may want to implement a customized customer management

system with regular phone calls based on predefined criteria. Call-back lists allow

you to group customers according to certain criteria, in order to carry out and track

these phone calls.

Field

Description

Management of business

operations and data collections

This setting is used to enable business operations management and data collections.

Barcodes for business operations

This field enables you to set barcode characteristics used to manage business

operations.

Field

Description

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Company Settings - Gift Lists

Back Office: Administration - Company - Company settings - Commercial management

(Refer to Gift Lists)

Validate the reservation

Management of contributions

Management of price lists

Contribution

Alert on gift certificates for sales

conditions

If the customer has acquired this type of gift certificates, when entering payments in

the Front-Office, the following message displays: "The customer has sales

condition gift certificates. Do you want to use them?” In case of a positive reply,

the list of available sales condition gift certificates displays where the cashier can

select the appropriate gift certificate.

Priority management

Tick this setting to allows prioritization of applicable sales conditions; and then, use

the “Priority” field available in the Benefit Tab of the sales conditions.

Multi-level management

This setting implements a multi-level management in the application of sales

conditions. If this setting is ticked, the “Level” option is proposed in the General

tab of the sales conditions.

Sales conditions are then calculated by level. Sales conditions are selected

according to their eligibility and sorted by level. Each level is studied successively

in an orderly way.

Field

Description

Gift lists

This setting is ticked and grayed out if the P30498 module is serialized.

Field

Description

Retention period for store

reservation (days)

This option defines the number of validity days of reservations, i.e. contributions

not validated yet. This value must be comprised between 0 and 30 days. After this

lead-time, the reservation is not cancelled, but an alert may warn the user that the

validity period is expired.

Authorized overrun (days)

For more flexibility, you can authorize a number of overrun days comprised

between 0 and 30 days.

Field

Description

Pick up the goods

This setting specifies if the items can be taken away by the contributor in any store

of the distribution network, or only in the store where the list was created. By

default, this setting is set to “All stores”.

Attention! The owner of the list can withdraw the items paid by the contributors

only in the store where the list was created.

Field

Description

Price list recalculation - current

store

This pane is used to specify if the item prices must be updated. Option to tick to

recalculate the item price from the price lists applicable to the store for the

contribution to the gift list.

- If the setting is not ticked: the item price list is frozen.

- If the setting is ticked: the item price is recalculated from the price lists applicable

to the store for the contribution to the gift list.

Example: When the gift list is created, the item has a value of EUR 50. When

contributing to the gift list for this item, its price can be EUR 55. This setting,

therefore, updates the price of the item at the date of the contribution.

Recalculation criteria

You can:

- Accept promotional prices of the current store If the updated price is linked to a

promotional price list (sale price), the price will be applied.

- Accept increased prices against prices of the list: The recalculated price is applied

if it is higher than price of the gift list.

Field

Description

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Closure of the list

Company Settings - Omni-Channel

Back Office: Administration - Company - Company settings - Commercial management

Omni-channel management

(Refer to Omni-Channel Management)

This setting is ticked automatically if the module is serialized.

Processing of orders at central level

Processing orders in store

Pick-up point

Company Setting - On Demand Start Exchanges

Back Office: Administration - Company - Company settings - Commercial management

Available only for the "Yourcegid Retail Y2 – On Demand Start" offering.

Default financial item

Is used to define the register operation of type deposit payment used of payments

made on a gift list. We strongly recommend the creation of a register operation

specific to gift lists (please refer to Configure a Register Operation.)

Field

Description

Gift certificates

Define the financial items (gift certificate or gift card such as SVS) that will be

generated after the closure of the gift list.

Percentage

Default value with two decimals applied to the gift list when it is closed.

Field

Description

Processing of orders at central

level

Activate this setting if you want to perform actions at central level.

Preparation management

This setting is optional. It concerns preparations done at central level or in the store.

The preparation is generated from an order, and is used to create the delivery slip

when the preparation slip is processed by the logistics department.

Example: Processing omni-channel orders in a dedicated warehouse.

Invoicing

- Invoicing on order: The store invoices the whole order before it is delivered

- Invoicing when delivery to customer: The invoice is generated at the same time the

delivery slip is generated. Note that if the order is delivered in several parts, there will

be several invoices.

Status of orders to deliver to

customer

This area is used to set the default follow-up statuses.

Shipping fees item

Financial item used to invoice the transportation costs for the shipping.

Prohibit the closing of non

delivered orders

This setting prevents a non delivered order from being closed.

Field

Description

Pick-up orders in store

The store receives goods from the Headquarters to hand them out to the omni-channel

customer.

Omni-channel reservation on

store inventory

Goods are directly reserved on the store's inventory.

Invoice the customer when

validating the reservation

request

Is used to create the payment of a deposit at the reservation itself and not at the

reservation request step.

Shipment of goods

This enables the store to send goods to the Central warehouse, if there is not enough

stock to satisfy a Web customer order. The store transfers goods available in its stock

to the Central warehouse that delivers the customer

Fields

Description

Management of stores as

pick-up points

The store is a pick-up point.

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Imports

Exports

Company Settings - Web Services

Back Office: Administration - Company - Company settings - Commercial management

Web Service Package

Company Settings - Link to .Next Modules

Back Office: Administration - Company - Company settings - Link to .Next modules

HR Optimisation

Field

Description

Data origin

Define the origin of the data to process as well as the processing directory for the

files to import.

Note that in this directory are created the Archive and Reject directories to store the

files processed by the import. The log file of this process is stored in the same

directory.

Input directory

Field

Description

ASCII export

List of different export codes to process, as well as the deposit directory of the files.

Output directory

Field

Description

Documents

Payment method used for the outstanding amount of an order:

- When an order is imported with a partial payment, payments are completed with a

“Balance due” payment of type Omni-channel.

Publishing Omni-channel

inventory

Omni-channel net inventory calculation: Physical +

- The CBR.Retail.Inventories Web Service of Yourcegid Retail is used to publish

available inventory. Presently, only the net inventory, calculated according to a rule

configured in the application, is published. Inventory returned by the Web Service

corresponds to the inventory set in this field.

ORLIWEB Web Service

Warehouse inventory query

When inventory from the central warehouse is managed by ORLIWEB, it is

possible to activate the consumption of the ORLIWEB Web Service for reading the

inventory via the Inventory query Web Service.

Attention! This way of operating works only with Web Services.

Additional settings are requested in order to specify the address of the ORLIWEB

Web Service:

- List of warehouses known by the ORLIWEB application

- Web Service address

- User defined in the ORLIWEB database

- Login to access the Web Service, to be asked from the administrator who installed

the WEBLOGIC SERVER application server that hosts the ORLIWEB Web

Service reading the inventory.

- Password to access the Web Service, linked to the login.

Field

Description

Store staff scheduling

This enables the options for managing the store staff.

Management of forecasted

schedule

This gives you access to the various features of the Schedule module.

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Activity

Export of schedules

Two options are required to export schedules correctly:

Company Setting - Administration

Back Office: Administration - Company - Company settings - Administration

Distribution

Item data and inventory management

Multirange entry

This option enables the multirange entry for the schedule, so that you can enter at

once several ranges on the same screen. This option optimizes the entry of activity

ranges for a same staff member. When you fill in a schedule, one single screen will

be displayed where you will enter at once all the various activity ranges of the staff

member for one day. This option is interesting when your staff members have to

fulfill different types of activities.

Default date for opening schedule

When opening the schedule, the pre-filled date in the selection screen of the date

and the store corresponds to the current date + x weeks. This setting allows you to

decide on the default date for querying the schedule, by specifying in the

appropriate field the number of weeks from which the schedule will be opened

automatically.

Field

Description

Clock in/out management

This enables the clock-in/clock-out management (Refer to Timeclock for

Salespeople.)

Automatic clock-out when

closing register

At the register closing step, the operator who closes the register will be

automatically clocked out when the register is effectively closed.

Number of hours beyond which

the staff is automatically clocked

out

Specify the maximum number of hours the operator is authorized to work before he

is clocked out automatically.

Round clock-in hours

Rounds the clock-in hours to the specified number of minutes. Example: arrival at

08:57 A.M. Round up to the nearest 5 minutes. Rounded to 09:00 A.M.

Round clock-out hours

Rounds the clock-out hours to the specified number of minutes. Example: departure

at 5:54 P.M. Round up to the nearest 5 minutes. Rounded to 5:55 P.M.

Field

Description

Justification on gaps is mandatory

This option makes the entry of a justification mandatory if there is any gap between

the theoretical and the actual. Once this option is activated, you have to create

reasons for gaps via the Store staff module, menu Settings, command Justification.

Examples of reasons for gaps: Sick child, replacement, late, etc.

The justification is required while entering the activity in the Back- or the Front

Office via the Store staff module, menu Enter, command Activity reporting and

Global entry of activity, in column Reason for gaps

For further information about staff activity entry, please refer to chapter Activity

Follow-up.

Field

Description

Prohibit the input of a range

overlapping the opening period

and the night period.

If enabled, this option prevents the user from entering a range overlapping the day

period and the night period. This option is useful if you export schedules to the

payroll application. It takes into account daytime and night-time schedules to

determine the payroll results. These working times are defined in the Store record

in tab Store staff.

Excel export path

Access path used when exporting the schedule.

Field

Description

Distribution

This option is not accessible; it specifies product code 030.

Country of folder customization

Option not accessible specifying either FR or nothing (for France) or ES (for

Spain.) It is used to calculate the IBAN code for a bank account.

CBP version

Number of the compliant CBP version.

Yourcegid Retail version

Version number of the application

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Staff management

CRM and clienteling

Procurement and sourcing management

Objectives and budgets

(Refer to Sales Objectives.)

Omni-channel management

(Refer to Omni-Channel Management)

Multicompany

Point-of sale management

Field

Description

Item data management

This field is grayed out if the module is serialized.

Inventory management

This field is grayed out if the module is serialized.

Fields

Description

Special conditions - allocations &

clothing

This field is grayed out if the module is serialized (refer to Allocations and

Clothing.)

Field

Description

CRM

This field is grayed out if the module is serialized.

Mobile clienteling

This field is grayed out if the module is serialized.

Customer Services

This field is grayed out if the module is serialized (refer to Customer Services).

Customer orders and reservations

This field is grayed out if the module is serialized (refer to Customer Reservations /

Customers Orders.)

Loan management

This field is grayed out if the module is serialized (refer to Loan Management.)

Default management model

Select the management method for loans applicable by default and created via the

Back Office (module Settings, menu Stores, command Loan management method.)

Document capture connector

This field is grayed out if the module is serialized (refer to Document reader.)

Field

Description

Management of sub-contracting

This field is grayed out if the module is serialized.

Field

Description

Objectives and budgets

This field is grayed out if the module is serialized.

Session for objectives

Define the default session for objectives.

Rounded daily objectives

Rounding applied by default when calculating daily objectives.

Field

Description

Central Retail Administration

This field is grayed out if the module is serialized.

Trade sales management

This field is grayed out if the module is serialized.

Field

Description

Management of subsidiaries

This option enables the management of subsidiaries (refer to Subsidiary Record.)

Management of subsidiary flows

This option enables the management of counterpart flows between subsidiaries

(refer to Counterpart Flows.)

Field

Description

Pick-up and delivery

This setting is grayed out if the module is serialized (refer to Delivered or Picked up

Goods).

Return notice payment

Select the preferred management method.

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Tools

Multi-environment settings

Customization

This list displays the countries declared in the folder. This information is in read-only mode, and sorted in alphabetical order.

Activating a country

Back Office: Administration - Company - Serialization / Activation of modules

To activate a new country, access the Activation of modules command and go to step 5 (Country packages screen.)

Activating a country package automatically activates the corresponding country in the company settings (section Administration/Location.)

Once the country package enabled, it appears in the count of licenses.

Specifics

Field

Description

Mobile inventory Batch

This field is grayed out if the module is serialized.

Inventory Tracking

This field is grayed out if the module is serialized (refer to Inventory Tracking.)

Mobile POS

This field is grayed out if the module is serialized.

Maximum number of returned

customers/items

When customers or items are searched for, you can specify the number of records

returned to the iPod. There is no limit applied, if the value is 0.

Field

Description

Travel Retail

This field is grayed out if the module is serialized (refer to Airport Sales.)

Tax refund connector

This field is grayed out if the module is serialized.

refund

Setting to tick if you want to refund tax with the bank card.

Field

Description

RFID integration

This module is serializable and can be enabled via this checkbox. The labels

include a chip and an antenna to reveal in front of a sensor a "Radio Frequency

Identification". This RFID is a unique number that enables a secured and grouped

reading of information.

EFT connector

This field is grayed out if the module is serialized.

Scale connector

This field is grayed out if the module is serialized.

Field

Description

Studio reporting

This field is grayed out if the module is serialized.

Field

Description

Multi-environment settings

This field is grayed out if the module is serialized.

Default directory of the export

files

Specify the location of the export files (refer to Cegid Data Spread.)

Folder import profile

Select the import folder created previously in the import profiles (refer to Cegid

Data Spread.)

Field

Description

File exchange management

This field is grayed out if the module is serialized.

Authentication with external

directory (AD/LDAP)

This field is grayed out if the module is serialized. Is used to limit the options of the

user record.

On Demand environment

This field is grayed out if the module is serialized. Allows you to create, modify,

duplicate, modify logins and domains of the user record in a SAAS On Demand

configuration and with a USER authentication

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This section is visible only to authorized users (Customer service mode.) The settings below are used to activate the specific SVS format:

Event log

The event log can become very quickly extremely big. In this case, it may be advisable to implement an automatic purge.

According to the options defined, a message will prompt the user specified in the company settings to purge the event log when the Back Office is started. This purge can be

refused at the moment, but will be proposed again at the next connection.

Performance

Managing Rounding Methods

Implementing rounding methods in Yourcegid Retail Y2

Setup of rounding methods

Creating a rounding method

Back Office: Settings - Management - Rounding methods

Setting up rounding methods enables you to configure progressive roundings.

Click this button to create a new method. Then, create the roundings for the method by price range, and validate:

Fields

Description

SVS format for sales or stores

Activates the format for sales and stores specific to SVS.

SVS customer code

Customer code allocated to the brand by SVS.

Transfer of files in binary format

Activates the file transfer via FTP in binary format instead of ASCII format.

FTP server name

Name of the SVS FTP server where export files will be copied to.

FTP user name

User name for the connection to the SVS FTP server.

FTP password

User password for the connection to the SVS FTP server.

FTP directory

Name folder on the SVS FTP server where export files will be copied to.

Field

Description

Retention period for event log (in

days)

Number of days you want to keep the event log.

Purge frequency

Select the type of frequency you want to apply: day, month or week.

Date of last run

This field specifies the date of the last purge.

User of the purge

Specify the user authorized to start purging the event log when the purge is

proposed.

Fields

Description

Limit SQL queries

This multi-criteria screen that displays the list of sold items when returning an item

with control, is optimized by the means of this setting that defines the maximum

number of records returned by the query.

Groupings used in item lists

Technical settings used to optimize the processing of item lists. These settings are

automatically populated while updating the version and each time an item is added

to the list. They are used to identify the item list types that have been created in the

application. These settings cannot be changed by the users and are automatically

populated by the software when an item list is created according to the grouping

chosen in the list. Finally, they limit processing and searching operations to the list

types really used by a customer, helping to improve the performance of the

application.

Example: the creation of an item list with a grouping on dimension 1 enables the

company setting “Grouping - dimension 1.”

Fields

Description

Max. amount

Upper limit of the price range.

You can enter a null or negative value to handle a rounding systematically to the

advantage of the customer, even if there is a negative amount in the case of returns

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Testing the rounding method

You can check that de configured rounding method works well by clicking the [Rounding test] button. The "Rounding test" window displays; you can then enter the

value to test

Managing access rights

Back Office: Administration - Users and access - Access right management

Use menu Settings (105) - Management - Rounding methods to authorize or not user groups to set up rounding methods.

Typical examples

Results obtained with a test value

The following examples show the results obtained with a test value:

Examples of rounding configurations

Progressive rounding

- €100.50 will be rounded to €101

- €504 will be rounded to €505

of goods for example.

Example: “-100.50” will be rounded to “-101.00” to the customer's advantage.

Weight

Rounding unit:

- 1 = Rounded to nearest euro

- 0.1 = Rounded to nearest 10 cents...

Constant method

Method used for rounding on a median value

The calculation methods proposed are roundings based on weight:

- Less than

- Greater than

- Adjust to closer value

Constant

Value subtracted from result obtained by the previous settings. This setting allows

you to generate prices such as €9.99 euros (instead of €10)

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- €509 will be rounded up to € 510

- €1.504 will be rounded down to €1.500

- €1.506 will be rounded up to €1.510

Rounding with *.99

- €10 will be rounded down to €9.99

- €400 will be rounded down to €399.99

Approval Management

Approval management allows all documents with an amount above or below a predefined range to be subject to validation.

Examples:

- Approval for customer deliveries inferior to €100 (because of too expensive shipping costs);

- Approval from the Purchasing Manager for purchase orders superior to €1,000.

It is also possible to request approval according to the customer risk. This case is described at the end of the topic.

Settings for visas

Enabling approval management for document types

Back Office: Settings - Documents - Documents/Types

Select a document type and go to tab General. To authorize approvals on a document type, tick the "Visa" option and populate the following fields:

- Below: documents with an amount inferior to the amount defined must be approved. If you do not want to manage this lower limit, the amount must be equal to zero.

- Over: documents with an amount superior to the amount defined must be approved. If you do not want to manage this higher limit, the amount must be equal to zero.

If both amounts are equal to zero, all documents are subject to approval if the Visa box is ticked. Checks will be based on amounts expressed in the folder currency, either

inclusive or exclusive of tax.

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Enabling approval management for third-parties

Back Office: Basic data - Suppliers/Customers

These settings are also available in the third-party records, via the [Complementary data] button.

Select the "Exception on document management" and then populate the fields linked to "Visa".

Managing access rights

Back Office: Administration module - Users and access - Access right management

- Menu Purchases (101) - Processing - Approval for documents allows you to authorize or not access to the "Approval for documents" command in the Purchases/Processing

module in Back Office.

- Menu Sales (102) - Generation - Approval for documents allows you to authorize or not access to the "Approval for documents" command in the Purchases/Processing

module in Back Office.

- Menu Inventory (103) - Processing - Approval for documents allows you to authorize or not access to the "Approval for documents" command in the Inventory/Processing

module in Back Office.

- In menu Concepts (26) - Commercial management - Document entry, the "Authorize visa when validating documents" option allows you to authorize or not direct approval

of a document during validation.

Entry of a document subject to approval

Use visa when validating documents

Access: from any document entry feature for which the option has been enabled.

When a document subject to approval is validated, the application prompts the user to approve the document according to the 3 options described in detail hereafter. Once a

document has been approved, the document is reprinted and can be sent automatically.

Approve document now

This option is used to approve the document immediately upon entry when it is validated. Note that the "Authorize visa when validating document" concept must be enabled.

Return to the document

This option allows you to return to the document without validating it. Note that a document that has not been approved cannot be exported by the supplier exchanges module.

Approve document later

Back-Office: Purchases or Inventory - Processing - Approval for documents

Back-Office: Sales - Generation - Approval for documents

Once the document entered, go to the command "Approval for documents” to display the documents awaiting approval.

Select the documents to approve via the space bar and use the [Approve all documents] button, and then confirm the message.

The [Select all] button is used to select all the lines displayed in the multiple criteria screen. Please note: as long as the document is not approved, it will be marked as

“AWAITING VISA.”

Visa and customer risk

Within the control of customer risks, you can require that documents are to be approved, based on their customer risk. This kind of approval requires a specific setup.

Enabling the advanced management of customer risk

Back Office: Administration - Company - Company settings

Go to Commercial management/Customers-Suppliers and tick the options available in section Customer payments: “Trade settlement management” and “Advanced

management of customer risk”

Configuring how customer risk is taken into account

Back Office: Settings - Documents - Documents/Types

Select a document type and go to the Third-party tab. Tick the "Consider customer risk” checkbox; then, according to the customer risk status (orange or red), select

"Document to approve" from the drop-down list. If documents are to be approved, this approval will be done independently from the "Visa" setting available in the General

tab.

Managing access rights

Back Office: Administration module - Users and access - Access right management

In menu Concepts (26) - Commercial management, go to Document entry and enable the "Authorize the creation of a document for "At risk" customers" concept.

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Periodicities

A periodicity or frequency defines a time or date range that can be reused in a number of different functional modules of the application.

Creating a periodicity

Back Office: Settings - General - Periodicities

1. Click the [New] button to create a periodicity.

2. Define a description (35 characters) and a comment (200 characters).

3. Then select the feature that handles this periodicity.

The following scopes of use are available:

- Sales conditions

- Markdown reasons

- Loyalty programs

- Business operations

- Exclusion periods

4. Select the type of periodicity you want to apply: weekly or monthly.

- Weekly: This type of periodicity allows you to define up to 2 time slots for each week's day, based on a range of days in the month.

For example: Wednesday mornings and Saturday afternoons, from the 1st to the 15th of each month:

- Monthly: this type of periodicity allows you to define up to 2 time slots for certain predefined days of the month.

For example: The 13th of each summer month, from 9.00 a.m. to 12.00 p.m. and from 2.00 p.m. to 7.00 p.m.:

5. Click the [Periodicity test] button to make sure a date belongs to a defined periodicity.

The Periodicity test screen then displays, and you can specify the date and time to test.

Please note that a double-click in the time field opens a new window where you can make your time selection.

Code uniqueness of the periodicity

A periodicity can be identified via the code determined by the application. This code is unique.

To see this code, activate the customer service view mode and click the [GUID display] button.

Viewing the event log

Back Office: Administration - Event log - Log query

The modification of periodicities must be carried out with care, as all functionalities using a periodicity can potentially be affected by this change.

For this reason, any modification carried out on a periodicity will be systematically tracked to the event log.

The event log reports the value before and after the change. The following information is logged:

- Modification date

- User

- Store

- Level 1 = Settings

- Level 2 = General

- Level 3 = Periodicities

- Status = “Warning”

- Description = “Modification of [PROCESS NAME]”

- Description of the modified field

- Name of the modified field

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- Old value

- New value

Adding Customized Indexes

Yourcegid Retail Y2 uses an SQL Server or Oracle DBMS that works with indexes, thus enabling quick access to data. To optimize performance, Yourcegid Retail Y2 has

provided a certain number of standard indexes to meet most common needs.

Example for customer file:

Index based on customer code if calling by code

Index based on customer name if searching by name

Some customers may choose to use other information on a frequent basis, such as using an e-mail address to search for a customer, for example. In this case, Yourcegid Retail

Y2 allows you to add an index based on email addresses. This operating mode is applied to all tables. These indexes are stored in the data model and will be preserved if the

tables are reorganized or the version is updated.

Warning!

Adding an index is a specialist operation, as it must be combined with database engine optimization. It is also likely to impact on performance, as it will take longer to write

record entries.

Adding an index

The program "PgiMajVer” that allows you to upgrade versions can be used to add indexes. It is recommended that you are the only user connected to the database when you

perform this operation. As an illustration, we will add the T_PHONETIQUE index to the customer table. This index is required when the Customers - Suppliers tab is

accessed in the company settings. It is useful for checking for duplicates in the customer file.

Procedure for adding the T_PHONETIQUE index

PGIMAJVER: module Companies and folders - menu Additional indexes

1. Click the [New] button and select the TIERS table

2. In the Index 1 field, enter: T_PHONETIQUE.

3. Validate to create the index, then close the application.

If adding a composite index, separate the fields using a comma.

Y2 Network Control - Contents

The objective of this document is to describe how to schedule time measurement tasks for the following purposes:

- To detect slowdowns on the network or database server

- To determine the reasons for these slowdowns

- Time measurement tasks are carried out by the CBRNC program.

This program can be translated. The translations are available in the cegidpgi.dic file, stored in the installation directory of the program.

Once started, the CBRNC program loads all the settings required for it to function correctly. These settings can be reapplied on-the-fly, so that CBRNC immediately takes into

account any changes made to these settings.

- CBRNC measures server and network response times at scheduled intervals. It then saves these results in batches at longer intervals in order to reduce disruption to the

network.

- If there are no measurement tasks to be carried out during the day, CBRNC will close automatically. Otherwise, CBRNC will close automatically after the last scheduled

time slot for the day

Standalone mode

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Integrated mode

Standalone Mode

Appearance

Setup

The settings for the program are specified in the CBRNC.ini file, which is stored in the C:\ProgramData\CEGID\CBRNC directory:

[Connexion]

Application code

Database

Presentation

Language

[Etalon]

Duree etalon (milliseconde)=

Poste=

[Planification]

Date de debut=JJ/MM/AAAA

Date de fin= JJ/MM/AAAA

Heure de debut 1=HH :MM :SS

Heure de fin 1= HH :MM :SS

Heure de debut 2=HH :MM :SS

Heure de fin 2= HH :MM :SS

Frequence d'execution (seconde)=120

Nombre d'executions entre deux enregistrements consecutifs=5

[Resultat]

Proposition par defaut des fichiers CSV Microsoft Excel=1

Tolerance avant alerte=15

Duree de vie d'un resultat (jour)=60

To populate this configuration file easily and correctly, you just have to:

- Create an empty CBRNC.ini file in the appropriate directory.

- Start CBRNC manually; this will largely populate the CBRNC.ini file.

- Open the CBRNC.ini file via the CBRNC menu.

- Adjust manually the values of the settings in the file.

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- Apply this setup via the CBRNC menu.

Starting CBRNC manually

Start CBRNC in the Windows Explorer

Results

All completed measurements are written to CBRNCAAMMJJ.log files, which are stored in the C:\ProgramData\CEGID\CBRNC:

Workstation Execution Server Network Total Duration Tolerance Alert

2:48:47 PM 5 0 5 5 20

2:48:32 PM 5 0 5 5 20

2:48:17 PM 5 11 16 5 20 X

2:48:02 PM 5 0 5 5 20

Integrated Mode

Appearance

No results can be viewed from the drop-down menu.

Setup

Back-Office: Administration - Performance - Network control/Settings

The functional settings of the program are defined in this screen:

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How to start CBRNC

- The program can be started manually by clicking on appropriate button in eBOS5.

- The program can be started automatically when connecting to the database in eFOS5.

Results

Back-Office: Administration - Performance - Network control

A maximum of 5 measurement results per save interval can be displayed on the screens:

- Duration analysis, for detecting network slowdowns

- Identifying workstations operating in standalone mode, i.e. workstations that were supposed to send SQL queries but haven't.

Purging Data - Contents

Since the data management function provided in Yourcegid Retail Y2 is very comprehensive, the number of records contained in the database may become quite substantial

over time.

This large amount of data can reduce readability and needlessly clutter up the database resulting in delayed processing times.

To prevent this, a data purge system is provided to allow you to delete data that is no longer needed.

This allows you to purge the following type of data: movements, warehouses, stores, tax refunds, item price lists, items, and inventory.

Warning!

Before any purge, you will need to back up your database.

Purging data (except for items)

Purging movements

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Purging warehouses

Purging stores

Purging tax refunds

Purging item price lists

Purging inventory

List of purges

Purging items

Purging Data (Except for Items)

Back Office: Administration - Purge/Archive

Purging movements

A wizard will appear, enabling you to select the relevant warehouses, the purge end date and the nature of the documents to process. An inventory closure is mandatory in

order to recalculate the inventory after movements have been deleted. Once the operation has begun, the summary report can be viewed using the "List of purges" command.

Purging warehouses

The wizard used for purging warehouses allows you to purge any warehouses that have already been closed. You can select the closed warehouse that you want to purge using

the space bar.

Deleted elements

- Warehouse movements

- Warehouse inventory records

- Warehouse price lists

- Warehouse order allocations

- Warehouse inventory counts

Purging stores

The wizard used for purging stores allows you to purge stores that have already been closed. You can select the closed stores that you want to purge using the space bar.

Stock restrictions related to warehouses

It is only possible to delete stores for which warehouses no longer exist.

You therefore need to start by running the warehouse purging wizard for the store warehouses in question.

Deleted elements

- Store documents

- Store price lists

- Store inventory counts

- Store inventory

- Store order allocations

Purging tax refunds

This command enables you to purge tax refund slips.

Warning!

Purging physically deletes the tax refund slips from the database. There is no check carried out on the date of the purged slips.

Purging item price lists

The wizard for purging item price lists allows you to purge tax-exclusive and tax-inclusive price lists. Click the [New] button to create a new purge, and follow the steps

described.

Step 1: Price list selection

The following can be selected:

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- One or more price list codes

- One or more application periods

You can also specify that only the following is to be processed:

- Closed price lists, unclosed price lists, or both

- Price lists that have not been modified since a certain date

By default, all items in question are processed, but it is also possible to specify a selection of items for which the price lists are to be purged. Depending on the status of the

selected item, there are three scenarios:

- If a generic item is selected, the price lists for the generic item and dimensions are deleted.

- If a dimensioned item is selected, only the price lists for the selected dimension are deleted, the price lists for other dimensions and for the generic items are retained.

- If only one item is selected, all of the price lists for that item are deleted.

Regardless of the setting defined, only the price lists associated with an out-of-stock item are processed.

Step 2: Recap

This step only allows you to view all of the selected options from the previous step:

Step 3: Start processing

Validating the process results in the physical deletion of the item price lists corresponding to the setting, as well as the related data (price list types, price list periods and price

list definitions). The data is either deleted immediately, or at a later stage if the process is a scheduled task. Related data will only be deleted if it is not associated with any

other price list. Purged item prices are noted in the event log. They may also be viewed according to many selection criteria, using the Administration module, Purge/Archive

menu.

- Purge/Item price list: welcome screen before clicking on the [New] button.

- Purge/List of purges.

Purging inventory

The wizard used for purging items allows you to purge inventory, as well as inventory closures and inventory snapshots. Click the [New] button to create a new purge, and

follow the steps described.

Step 1: Inventory selection

This step allows you to enter the inventory types and warehouses to be purged. When configuring the process, it is possible to specify additional restriction criteria. These

criteria allow you to select the following:

- Inventory type to be purged: Current inventory/inventory closure/inventory snapshot

- One or more processing dates:

- Current inventory: Inventory is deleted on this date

- Inventory closures and snapshots: the selection allows you to purge all closures and snapshots carried out before a specified date

- Items to be processed

- One or more inventory fields with a value of 0 for current inventory (only elements that meet these quantitative restrictions will be deleted).

- A deadline for inventory changes (only elements that have not been changed since the specified date will be deleted, for the current inventory only).

The inventory change date is initialized with the current date minus 2 years. It is not possible to specify a later date than the current date minus 1 year.

Only items with negative inventory or null inventory can be processed.

Step 2: Recap

This step only allows you to view all of the selected options from the previous step:

Step 3: Start processing

Validating the process results in the physical deletion of the inventory for the items that correspond to the setting. The data is either deleted immediately, or at a later stage if

the process is a scheduled task.

Purge log

Purged inventory is noted in the event log. It can also be viewed according to many selection criteria, via the Administration module, Purge/Archive menu, Purge inventory

command, available on the welcome screen before clicking the [New] button.

Viewing the number of records in the database

During this final step, clicking this button allows you to open a dedicated window and view the total number of records in the database before purging (current inventory

+ inventory closures + inventory snapshots), as well as the number of records that will be deleted during the purging process.

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List of purges

The displayed screen will enable you to view purges on the basis of selection criteria. The Status criterion allows you to view the scheduled purging processes that are either

currently in progress or have already been completed. To see purge details, you need only double-click on a line. A new window will open with the details of the desired

purge.

Purging Items

Required settings

Creating replacement items

Back-Office: Basic data - Items - Items

You need to create a closed replacement item beforehand.

Configuring replacement items in documents

Back-Office: Administration - Company - Company settings

1. Open Commercial management/Items.

2. In the "Replacement item in documents" field, select the replacement item previously created and validate.

You may now proceed with item purging.

Starting the purge wizard

Back-Office: Administration -Purge/Archive - Purge items

Click the [New] button to create a new purge, and follow the steps described.

Step 1: Item selection

The following can be selected:

- An item code, to delete the entered item only

- A collection, to delete all the items in one or more collections

- The first 3 item category levels, to delete all of the items in one or more categories

Multi-selection is also possible using the advanced item selection option, for generic items or dimensioned items

Purging systematically processes the generic item and the dimensions for a dimensioned item.

Step 2: Item movements

The second step allows you to refine the selection, and focus on movements of the selected items. This allows you to purge the following types of data:

- Items that have just been created (only items that have not been used yet are taken into account).

- Items based on their last movement date (only items that have been used on or before this date are processed, in order to ensure that recently used items are not deleted).

- Items based on their creation date (only items that have been created before this date are processed, in order to ensure that newly created items that have not been used yet

are not deleted).

- Items based on their sales division (only items corresponding to the entered sales divisions are processed). In this case, only sales divisions for which the user has been

assigned change rights will be available for selection.

The last movement date and last creation date of the item are initialized with the current date less 1 year.

Step 3: Recap

This step simply allows you to view all of the options selected during the first two steps.

Step 4: Start processing

Validation of this process results in the physical deletion of the items as well as their associated data. The data is either deleted immediately, or at a later stage if the process is

a scheduled task. The codes of the purged items are replaced by the generic item code defined in company settings (replacement items). It is better to create a dedicated item

for this setting rather than using an existing item. It will not be possible to delete this item using the item purge option.

Miscellaneous

Item references

Item references are not changed in documents. A document viewed following an item purge will be the same as they were before purging. However, a detail request for the

purged item will open the record for the replacement item.

Stock restrictions

It is not possible to delete items with a positive physical inventory balance. Likewise, it is not possible to delete items that are included in a current stock-take or in a current

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replenishment proposal.

Purge log

Purged items are noted in the event log. They can also be viewed according to many selection criteria, via the Administration module, Purge/Archive menu, Purge items

command, available on the welcome screen before clicking the [New] button.

Processing

The process is carried out on a table-by-table basis. If the process stops before it is fully completed, its status will change to STP/Stop. Restarting the request via the viewed

record for the corresponding purge number, will trigger the completion of the interrupted process. Only those tables that were not purged during the first process will be

purged at this time.

Deleted data

The following data will be deleted for the purged item:

- Third-party items

- Validated stock-take lines

- Validated replenishment proposal lines

- Order allocations

- Sales rep commissions

- Serial numbers

- Links between documents

- BOM lines

- Serial number lines

- Item transformations

- Packages

- Item exceptions to tax model

- Bills of materials

- Transmitted stock-take lines

- Order lines

- Order requirements

- Order channels

- Order headers

- Inventory

- Price lists

- Item cost price calculations

- Top-selling replenishment items

- Item storage replenishment rules

- Invalid barcodes

- Replenishment aggregate calculations

- Available for allocation

- Transfer proposal lines

- Linked items

- Extrapolated sales lines

- Consigned exceptions by store

- Quantity by assortment routing

- Assortment routing by store

- Lists of items

- Replenishment balancing

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- Transfer proposals

- Order allocations

- Catalogs

- Mask-type/Item links

- Loyalty threshold settings

- Lists to use

Document Types - Contents

The settings for the document types are based on a list of all document types used in the Back-Office and in the Front-Office (purchase order, receipts of goods, sales receipts,

customer credit note, transfer, special input, etc.)

For each document type, the following actions can be performed:

- Specify the behavior of the document (for example is this a purchase document or a sales document?)

- Define options (for example, does the document trigger the update of the weighted average purchase price?)

- Enable features (for example, does the document support serial numbers?)

- Define the layout (which template will be used to print the document?)

- Define exceptions per store.

CEGID provides a standard setup for these document types. This setup is accessible. But we strongly discourage any modification. The management of the access rights limits

the access to this menu to advanced users only. If you want to make changes to the management of your documents, please contact Cegid's helpdesk or your dedicated

consultant.

Any change in the settings of the document types will be logged to the event log.

The present documentation gives you an overview of the various possible configurations. However, only our consultant will ensure a consistent setup and guarantee reliability

and data integrity.

Various tabs allow the configuration of the document types. The availability of all the fields described in this document is subject to the document type concerned.

Configuring document types

General tab

Management tab

Third-party tab

Item tab

Inventory tab

Valuation tab

Preferences tab

Employee tab

Accounting tab

Accounting customization tab

Layout tab

Line info tab

Context tab

Miscellaneous tab

Subcontracting tab

Packing tab

User-defined tables tab

Configuring additional elements

Additional information per store

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Grouping

Exceptions per site

Document Type - General Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Litigation management

Fields

Description

Code/Title

Heading of the document as it will appear in documents and reports. When the

description of a document is included in a menu line, it will not be modified.

This setting specifies the document types authorized for document generation

(except for document types whose flow type is "Transfer"). This field is mandatory

and each document type contains at least its own value.

Example:

Documents for the delivery notice (ALF) are ALF and BLF (supplier receipt) while

those for the customer delivery are BLF and FAC (customer invoice).

Attention!

The document flow type must be identical from one document to another. If the

document increments or decrements the physical inventory, the next documents

must also increment or decrement the physical inventory.

Flow type

The selection list defines with which flow the document type will be integrated.

Examples:

A customer invoice is part of the sales flow.

This field can be modified only in the "Customer Service" view. The main

consequences are as follows:

- Customer risk calculation (VEN)

- Selection of the third-party type (VEN=customer, ACH=supplier)

- Selection of the price list (VEN or ACH)

- Inventory movement type (VEN->inventory output)

- Shortages

- Tax rate (ACH or VEN)

- Trade settlement (VEN)

- Accounting interface - selection of accounts

- Selection of the quantity qualifier

- Management of consigned items

- Reasons for returns

- Transformation of documents (in the same flow only)

- Modification of the purchase price during document data entry

- Minimum margin test

- Packaging

- Third-party referencing

Input list

The input list represents all data entry columns in a document such as the item

reference, item description, price, warehouse and delivery date. This field is

mandatory and defines the list used for this document type. Input lists are

configured in Settings - Documents - Documents - Input lists.

Start and end texts

This field is not supported at present.

Credit note document

This field is not modifiable. It indicates that the document is a credit note, e.g. a

credit on stock. If enabled, this setting reverses the line quantities, and

consequently, the amounts and totals in lines and documents.

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The "Litigation management" module is subject to serialization and is enabled in the company settings in Commercial management - Documents - Litigation management.

See Litigation Management.

Visa

Fields

Description

Litigation management

By default, no document manages litigations. Consequently, this setting must be

ticked for each document type handling litigations.

Litigation management is used to indicate variances in documents (e.g. a price

difference or unplanned item between a delivery notice and a receipt) in order to

monitor and manage these disputes.

If this setting is also enabled for the next document, during document generation,

these disputes will be carried over from the original document to the next

document.

This functionality is supported when documents are used.

If you enable this setting, you must select the additional options described below.

Supported litigation reasons

Used to list litigation reasons for each document type. These reasons for supported

litigations will be available at document creation.

Some reasons resulting from a specific processing or user action cannot be disabled.

These are as follows: "Line litigation", "Forced litigation" and "Awaiting

reconciliation".

The list of reasons is limited based on the settings defined for the document type.

During manual document data entry, litigation reasons are assigned manually by

users.

When data is retrieved, litigation reasons are assigned automatically and the

settings defined for the document type are also taken into account.

Automatic creation

When receiving goods, if the physical quantity received is different from the

quantity announced, litigation management enables the manual entry of litigations.

The "Automatic creation" setting creates litigations automatically in order to

simplify the task of receiving goods.

During document generation, for example, a supplier receipt generated from a

delivery notice, if the automatic creation is:

- Disabled: Litigations must be created manually by users.

- Enabled: The menu used to create litigations is disabled and the litigations are

generated when the document is validated.

The following litigation reasons are supported by the automatic creation: "Shipping

and handling fees", "Non-planned item", "Lower quantity", "Higher quantity",

"Lower net unit price", "Higher net unit price".

Note that the invoice reconciliation feature will systematically create litigations. As

such, you are not required to enable the automatic creation of litigations in the

settings of the documents to generate them.

Litigations on lower quantity if

remainder management

If remainder management is enabled for a document type, this setting enables you

to consider a lower or null quantity as litigation.

Example: If only 6 items are delivered against 10 ordered, this setting allows you to

consider the 4 items as litigation for a lower quantity and not as a remaining

quantity to deliver.

Attention! This option must be selected only if remainder management is enabled

for the document type AND if "Lower quantity" is selected in the list of the

supported litigation reasons.

Fields

Description

Visa

Used to identify documents requiring approval before they can be converted to the

next document type in the flow.

When a document requires approval, the manager must validate or modify the

document so that it can be converted.

Lastly, when a quotation is generated for a special order, a company setting enables

you to ignore the approval.

Visas can be defined for each supplier in the "Exception on document

management” option available in the supplier record.

Below/Over

A visa can be subject to some amount conditions. If the amounts specified in these

fields are equal to zero, no restriction will be applied.

This field can be accessed only for the "DEF" document type (purchase order

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Document Type - Management Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Visa by store if pre-allotment

proposal) if the "Visa" option is selected.

For purchase order proposals with pre-allotment, if this setting is enabled, visas can

be checked store by store.

If a store is not within the limits, the purchase order proposal (DEF) must be

approved.

Fields

Description

Counter

Used to select a counter for the numbering of documents.

This field is used only if counters by store are not used.

This counter loads the "Stub" field in documents (e.g. GFO for sales receipts) and

determines the number of the next document. We recommend the creation of a

counter for each document type. Counters are created in Settings - Documents -

Counters.

Note on received transfers (TRE):

The "Remainder management for transfers" company setting available in

Commercial management - Inventory enables you to manage remainders for

transfers. When you implement this option, a new document counter will be created

and used for "TRE" documents. Received transfers will have a number that is

different from sent transfers and transfer notices.

Counter per store

With the counter by store (CWAS store), the document stub is loaded using the

store code by default. As such, the counter used is the counter by store. We

recommend the creation of a counter for each document type. However, you can

use the same counter for several document types.

Duplication types

This setting specifies the documents that can be created from this type through

duplication.

Closure action

Used to define the action (recording, approval, printing, etc.) that changes the status

of the document from active to non-active ("GP_VIVANT" field). Reminder: An

active document is a document whose processing is being run. It can be modified

and converted.

Example:

An order is closed as soon as it is converted to a delivery notice. If there is a partial

delivery, the initial order is closed, but the remainder of the order is still active.

Non-modifiable document after /

Non-duplicable document after

These settings list the actions that can make a document non-modifiable

(GP_NONMODIFIABLE field), and/or non-duplicable (GP_NONDUPLICABLE

field).

There is no impact on the GP_VIVANT field.

Installment opening window

Used to specify how installments are managed when the document is validated:

- Open automatically: The data entry screen for installments systematically opens

when the document is validated.

- Open on request: The data entry screen for installments opens when users click

the [Installments] button during document data entry.

- No installments: The [Installments] button does not appear in the toolbar.

Document subject to tax

Used to specify whether the document is subject to tax (VAT). If the document is

not subject to tax: Tax exclusive = Tax inclusive

Deposit management

If this setting is enabled, you can click the [Deposit/Payment] button during

document data entry to enter full or partial deposit payment. The amount entered is

carried over to the next generated document.

Managing transfer of remainders

to the original document

In the case of linked documents, the partial validation of a generated document will

enable you to transfer the remainder to the previous document.

Example: Purchase order, delivery notice and supplier delivery.

During supplier delivery, which is performed after a delivery notice, users can

choose to carry the remainder over to the purchase order.

This option is integrated within all channels (purchases, retail sales, wholesale), and

is available only for the following document types: purchase order (CF), transfer

request (DTR), transfer preparation (BTR), and customer order (CC).

When a transfer request (DTR) is entered, the recipient store is always specified

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Document Type - Third-Party Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Document Type - Item Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Prepopulate the recipient store

with the default store of the user.

Sender stores and warehouses are not specified.

Fields

Description

Authorized types of third-parties

Used to define the third-party types that can be used in the document (customers for

sales documents, suppliers for purchase documents).

Do not specify this field for stock or inventory documents.

The third-parties used for stock and inventory documents must be defined in the

company settings in Commercial management - Default Settings.

Single supplier purchase

document

For purchase documents only. Used to specify whether you can have several

suppliers in the same document. This option has no impact on sales or stock

documents.

If the "One supplier per item" company setting is not selected in Commercial

management - Items, this field can no longer be configured in the document type.

You can then enter items from different suppliers in a given purchase document.

Update of third-party upon

validation

This option updates the “Last document date”, “Last document number”, and “Tax

excl. total - last document” columns (available in the customer multi-criteria.) If

this option is ticked for a document type, these three fields will be updated when a

document of that type is created.

Some restrictions:

- This update is not reflected in the “Last document” section (available on the

outstanding balance window of the customer record.)

- Feature enabled in Front Office, Back Office, Document import, and Standalone

mode, for sales documents only.

- Feature not available in document import, even if the option is ticked.

Recover third-party notepad

Used to retrieve and use information entered in the notepad of the customer record

in documents.

Transforming prospect into

customer

This option, visible only if prospects (PRO) are selected in the “Authorized types of

third-parties” field, is used convert a prospect into a customer when validating a

document related to this prospect (e.g. the conversion of a prospect into a customer

when entering a sale.)

Consider in outstanding

Used to take the document into account when calculating the customer's

outstanding balance. The outstanding balance is available in the customer record

via the [Zoom menu] button.

Consider customer risk

This option is used to define whether the sales document should take into account

the settings defined for customer risk management. This enables you to prohibit

document data entry with late-paying customers (red customer risk) or to alert users

(orange customer risk).

Address management

This setting enables you to store the third-party delivery addresses

(PIECEADRESSE table). If the setting is not selected, the address defined in the

third-party record is not retrieved in the document header.

For a sale to deliver, tick this setting to show the address of the third-party on the

sales receipt (FFO type), and check register setting "Save address if sale to deliver".

Delivery/taxation address

This setting is used to manage customers who make purchases, for example, in

Britain and place orders in the US.

British VAT will be applied to the sales receipt. However, for the order, another tax

system will be applied such as the one used at the customer's main residence

location. This option is also available in the "Per store addition" option.

This section will appear depending on the document type. Present in NEGOCE

trade documents (CC/FAC, etc.).

Supplier trigger

Enables the use of a supplier for a document type only if the supplier belongs to a

trigger previously defined in the Back-Office in Settings - General - Supplier

trigger.

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Settings for item description

Select this option if you want to set up the description of the item in order to make it more explicit, or more compliant with your working environment. Next, select additional

options:

In order to adapt operations to each country, you can define an exception by store in the [Additions/Per store addition] button in the "Preferences" tab.

Document Type - Inventory Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Fields

Description

Authorized item types

This list indicates the different types of items that can be entered in a document. For

example, you can authorize the entry of service items in a purchase document.

The possible item types are financial, merchandise, bill of materials and service.

Use of mask-types

The aim of mask-types is to help users enter quantities in dimensions using pre-

referenced allocation profiles. This functionality should be enabled in the company

settings in Commercial management - Items.

For each document type, you can define how quantities are allocated.

- None: The mask-type functionality is not enabled.

- Optional: The mask-type quantities are applied but can be modified.

- Mandatory: The quantities must match the mask-type quantities.

Recover item notepad

Used to retrieve information entered in the item record notepad in documents.

Accept closed items

Items can be defined in item records as closed.

In this case, they can no longer be used in documents, except if this setting is

enabled.

Item managed in stock

This option offers two outcomes:

- Selected: During document data entry, you can use only the items that are

declared as managed in stock in their respective item records.

- Not selected: You can use all items.

Management of linked items

This option is used to enable or disable the management of linked items for each

document type. The management of linked items enables you to propose an item

linked to the current item entered.

Environmental tax is implemented using this functionality.

This field and functionality will be available only if the "Management of linked

items" company setting is selected in Commercial management - Items.

This option is enabled by default for sales documents.

If the linked item is a service (e.g. embroidery on a garment), you must also

authorize service items for the document. See the "Authorized item types" setting in

this tab.

Use item characteristics

"Multiples of"

This setting defines how the document type manages multiple quantities of items:

- None: This functionality is not used.

- Sale: For sales and transfer documents.

- Purchase: For purchase and transfer documents.

This setting refers to the "Purchased in multiples of" and "Sold in multiples of"

fields available in the "Management" tab of the item record.

Fields

Description

Content of the item description

Select one or more items of information that will load the item description. When

duplicating or transforming a document, the description used is the one from the

original document. It is not based on the settings of the new document. In imports,

the description contained in the file is retrieved first, if it is present in the setup and

if it is not null.

Title of dimension type

Specify the heading to display for the dimensions: "Description", "Short

description" or "None".

Dimension description

In the case of dimensioned items, this option is used to display the description of

the dimension in the document type.

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Fields

Description

Inventory to increment or

decrement

These fields specify the inventory flows made by a document. They enable you to

view the impact of using a document type in inventory.

Inventory shortage calculation

Enables the calculation of shortage against the available inventory and physical

inventory. If this option is enabled, a warning message is displayed when you enter

an out-of-stock item.

Deletion of the line if shortage

Used to delete the line if the deliverable quantity is null.

Override shortage

Users can choose whether they want to ignore the shortage during document data

entry. If this option is not selected, the quantity entered is forced to comply with the

available quantity.

Priority depletion

This option is available only for sales documents. It is used to determine the order

in which the warehouses of a store will be depleted, depending on inventory and

document type.

Note that this option is available only if the value of the "Inventory shortage

calculation" field is "Physical" or "Available". See Priority Depletion.

Inventory movement qualifier

The qualifier is used to qualify inventory movements in order to analyze the query

of these movements. The qualifier table is frozen.

Remainder management (for

previous documents)

This setting enables the management of remainders. If this setting is enabled when

the document is generated, the quantities that are not transformed are specified in

the previous document.

Example:

During a partial receipt of goods, if remainder management is enabled for the

receipt, the quantities that remain to be delivered will be specified in the delivery

notice.

Generating only one subsequent

document

This setting concerns delivery notices (ALF) only. It authorizes the generation of

only one document to follow. In the case of remainders, the delivery notice is not

transformed a second time. The subsequently generated document is modified in

this case.

Example: A delivery notice has 10 items. First, only 7 items are received, so a first

receipt of goods is created. In a second time, the 3 missing items are delivered:

- If the setting is enabled, the delivery of the missing items will not generate a

second receipt. The existing receipt will be updated.

- If the setting is disabled, a second receipt will be created.

Deletes lines set to zero when

validating a transformed

document

This setting is used to generate documents only with lines different from zero. This

option is useful because it saves space in the database because the entire original

document will not be stored. It also saves time because the created document is

smaller and easier to recalculate and save. However, when editing the document,

the reference cannot be changed because the new reference will not be linked to the

original document. Note: For an item with dimensions, all dimensions are kept to

enable the correction of these dimensions, if required.

Movement direction

Used to define the direction of the document type as regards inventory (inventory

input, inventory output, or both).

Batch management

(Refer to Batch Management)

This option allows you to define the behavior for entering batch references.

- Proposal: a message proposes the entry of the composition.

- On request: the batch entry feature opens the means of the appropriate button

available on the document entry screen.

- Mandatory: the batch entry feature opens when validating the line.

- No: no batch management in this document.

For document types that have an impact on physical inventory, the batch

management option will be set to “Mandatory”, and cannot be changed.

Note that selecting the batch entry mode, in the document type, results in different

input behaviors.

Document types linked to the Manufacturing module will not be supported in

batches if they impact physical inventory.

- BSA: Subcontracted purchase receipt

- CSA: Purchase subcontracting

- WAP: Expected manufactured quantities

- WBP: Manufacturing requirements

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Document generation

- WCC: Component consumption

- WRC: Consumption break

- WRP: Production receipt

The document batch management is initialized to No, and cannot be accessed.

Serial numbers

This setting is used to enable the management of serial numbers in documents.

- Not managed: Serial numbers are not accepted for this document type. No serial

number will be entered.

- Blind entry: Serial numbers must be entered manually without the display of

available serial numbers for the selected item. This option is available in purchase

documents and sales documents.

- Enter with automatic allocation: Serial numbers can be entered manually or using

automatic allocation options in the following format: “prefix + chronological order

+ suffix.” This option is available only for documents with inventory input, i.e.

document types with Movement direction = Inventory input (in the Inventory tab.)

Note that by default, when updating the database, the option is set to this value for

the following document types: Supplier credit note on inventory, Supplier return,

Supplier receipt, Special inputs, Supplier invoice, Received Transfer.

- Selection from a list: Serial numbers can be entered manually or by selecting

existing serial numbers in the database. This option is available only for documents

that do not handle inventory input, i.e. document types with Movement direction =

Inventory output (in the Inventory tab.)

Referencing serial numbers

This option is available if the company setting “Referencing serial numbers”,

available in Commercial management - Items, is enabled (refer to “Referencing

Items with Serial Numbers”.) The following options are proposed for document

types that whose movement direction is "Inventory input".

- None: The serial number is entered into stock. The serial numbers table is not

loaded by document data entry. The referencing table can remain empty or be

loaded by a data import or manual data entry.

- Automatic referencing: For each item that supports serial numbers entered into

stock, the serial numbers are created in the referencing table.

- Referencing on request: For each item that supports serial numbers entered into

stock, a referencing window will be opened for each serial number so that users can

specify user-defined attributes.

This option is also available in the "Per store addition" option., if the store handles

serial numbers, and according to item exceptions.

Management of cancellation

reasons

This setting is available in "Purchases & Sourcing" environments. It is used to

manage the reasons why a purchase order (CF) is canceled. Benefits:

- Add a cancellation reason that can be used later for statistical analyses.

- Make it possible to close document lines without having to open the document.

- Optimize the closure processing of a document to save time.

These cancellation reasons must first be created in the Back-Office in Settings -

Documents - Movement reasons - Document closure.

The cancellation reason can be disabled, optional or mandatory.

You can also specify it in the "Per store addition" option. Select the default value if

you want to use the value selected in the document type.

Management of movement

reasons

Used to enable the use of movement reasons. The reasons are created in Settings -

Documents - Movement reasons.

Authorize entry of warehouses

not managed on site

For sales receipts only (FFO). It proposes warehouses that are not managed on site

and that are linked to the store. In the Front Office, a warehouse that is not managed

on site will automatically be assigned to the receipt once the "Sale for delivery"

functionality is configured. In the Back Office, warehouses not managed on site

will also be available.

Please note! This setting is visible only for a multiple warehouse folder.

Fields

Description

Pre-allocation of quantities

If this setting is selected and the document is generated manually, quantities are

retrieved from the previous document and entered in lines.

Pre-entry of the total allocated

quantities

If this field is enabled and the document is generated manually, you can specify the

total quantity of the document prior to data entry. The specified quantity and the

total quantities entered will be reconciled. If there is a discrepancy, a blocking

message will be displayed.

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Document Type - Valuation Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Document valuation

Interactive control while entering

barcodes

When barcodes are entered during generation, if the item entered is not present in

the previous document, a beep is heard and a message is displayed.

Example:

In a customer delivery, if an item is not planned in the customer order, a beep is

heard and a message is displayed to warn users that the item does not exist in the

original order.

Blind entry of barcodes

This setting is used when generating a document manually. If the option is enabled,

you must enter the barcode using the barcode entry screen and you cannot view

information from the previous document. However, you can force the previous

mode using access rights management for certain user groups. Therefore, you must

enable the "Override blind entry of barcodes for manual generation" concept

available in Back Office, in Administration - Users and access - Access right

management, Concepts - Commercial management - Document entry..

Recover serial numbers

This setting is used to specify from which document type the serial numbers will be

retrieved when generating a document. If no document type is specified, serial

numbers must be entered again for the generation.

When documents are generated, you can specify and check the serial numbers in

the barcode entry screen. There are two possibilities:

- Sales: Serial numbers are searched for among the serial numbers present in stock.

- Purchases: Serial numbers are searched for among the serial numbers present in

the original document.

Fields

Description

Invoicing type

Used to select the invoicing mode for the document type:

- Invoiced inclusive of tax : Amounts displayed are tax inclusive.

- Invoiced exclusive of tax : Amounts displayed are tax exclusive.

- Customer invoiced: The invoicing mode specified in the customer record is used.

Use price list when calling price

If this setting is selected, the price proposed will be from the applicable price list. If

it is missing, then the price in the "Proposed price" field will be used.

As a general rule, a search is run on prices based on the following priority: price

list, inventory record, item record.

Proposed price

Used to propose different prices for item lines when completing a document.

A search is run on prices based on priority: if the first price returned is null, retrieve

the second price, if not, then the third and so on.

- For the last purchase price (LPP): Catalog LPP, inventory LPP, item LPP

- For the last cost price (LCP): Inventory LCP, item LCP

- For the weighted average purchase price (WAPP): Inventory WAPP, item WAPP

- For the weighted average cost price (WACP): Inventory WACP, item WACP

- For the standard purchase price: Item tax exclusive purchase price

- For the standard cost price: Item tax exclusive cost price

- For the catalog price: Catalog base price, catalog LPP, item LPP

- For the tax exclusive selling price: Item tax exclusive selling price (if the

document is invoiced exclusive of tax), item tax inclusive selling price (if the

document is invoiced inclusive of tax)

- User-def. amount 1: User-defined amount 1 for item

- User-def. amount 2: User-defined amount 2 for item

- User-def. amount 3: User-defined amount 3 for item

If the price returned is null, and if you are not searching for a selling price (tax

inclusive or exclusive):

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- If you search for a LCP or WACP: Item tax exclusive cost price

- Or else: Item tax exclusive purchase price

Note:

For the inventory (INV) document type, you must select one of the following

values: LPP, LCP, WAPP, WACP, tax exclusive purchase price or tax exclusive

cost price. If another value is specified, the LPP will be forced when the valuation

is processed. This value is then associated with the settings defined when the

inventory was validated.

When managing subsidiary flows, the prices proposed by default in the "Valuation

of transfers" fields in the subsidiary record are initialized with the value defined in

the "TEM" document type. When entering a transfer (TEM), the setting defined in

the document type is ignored and the setting defined in the subsidiary record is

used.

Folder cost price

To minimize currency conversions, this option is used to value the cost price in the

currency of the folder. The folder is managed in a single currency specified in the

company settings. The possible values are all in the currency of the folder:

- None (default value): The value in the company setting is used.

- Tax-exclusive cost price from item record

- Inventory LCP in folder currency: If there is a null value in the inventory record,

the cost price of the item record will be used.

- Inventory WACP in folder currency: If there is a null value in the inventory

record, the WACP of the item record will be used.

With these price search priorities, all documents entered or imported will

systematically be valued in the currency of the folder, except if the tax exclusive

cost price in the item record is null.

Recover prices from inventory

record during generation

If this setting is selected and documents are generated manually, the WAPP,

WACP, LPP and LCP (as well as the updated WAPP and WACP) are retrieved

from the inventory record and not from the previous document. If the price does not

exist in the inventory record, the price is searched for in the item record.

In either case, if the price returned is null:

- For the LPP, the LPP of the item record is retrieved, failing which, the LCP in the

item record is retrieved.

- For the LCP, the LCP of the item record is retrieved, failing which, the tax

exclusive cost price in the item record is retrieved.

- For the WAPP, the WAPP of the item record is retrieved, failing which, the tax

exclusive purchase price in the item record is retrieved.

- For the WACP, the WACP of the item record is retrieved, failing which, the tax

exclusive cost price in the item record is retrieved.

Example:

If the setting for supplier invoices (FF) is:

- Not selected: When an FF (supplier invoice) is generated from a CF (purchase

order), the WAPP of the generated invoice line is equal to the WAPP of the order

line.

- Selected: When an FF (supplier invoice) is generated from a CF (purchase order),

the WAPP of the generated invoice line is equal to the WAPP of the inventory

record (if the price exists and is not null).

Note:

This processing is systematically applied when duplicating documents.

Authorize documents valued at 0

If this setting is ticked, it authorizes a document to be entered with a total at 0

(useful to manage free items.)

Firm prices on document

valuation

When a document is transformed (e.g. generation of an order for delivery) the

prices of the order may be identical for the delivery or recalculated during

generation. This setting enables you to keep the price of the original document.

Note:

This setting is selected by default, and is available only for purchase documents and

sales documents, excluding sales receipts and pending sales receipts.

Firm prices on transfer prices

In the same way as for the previous option, this setting is used to keep the transfer

prices of the original document when a document is transformed.

Alert on lines valued at 0

Used to alert users when a line has prices with null values. This alert is not

blocking. This alert also appears when a handheld inventory terminal is

downloaded when using barcodes.

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Valuation of inventory records

Authorize negative

quantities/prices

These settings check negative quantities and prices entered in documents and

dimensions.

Attention!

These options are applied when a document is created or modified.

These options are also checked when documents are imported. If one entry is not

compliant with the option selected (e.g. negative price even though the option is not

selected), the corresponding document will not be integrated.

Controls are also added to ensure consistency with information on the unit price and

quantity.

- If UP and quantity > 0: the line amount is positive.

- If UP and quantity < 0: the line amount is positive.

- If UP or quantity < 0: the line amount is negative.

In the event of a data entry error, the line amount is automatically corrected to

avoid inconsistency.

Authorize the modification of

quantities

This setting limits the quantity of items entered in a document to 1. This is useful

for some documents such as customer orders or reservations.

This setting is selected by default so there is no limit on the quantity.

If the setting is not selected and you enter data in a document, the default value

cannot be modified in the line. Depending on the option, this information is not

modifiable (no data entry) or it is checked when exiting the field to load the only

value possible: 1.

If you can enter a negative value, then this value must be negative.

If a greater number of products must be entered, several lines must be created.

In the barcode entry screen, the items scanned are rounded to the value defined in

the setting: 1 by default.

A quantity different from 1 can be set for both sales and purchases in the item

record in the "Management" tab. In this case, this value must be respected.

Calculation of footer/business

discounts

This is the method for calculating footer and business discounts, which can be by

line (not selected) or by document (selected).

Used to avoid a discrepancy if you want the total discount amounts in the document

to remain fixed. Otherwise, discount amounts may be rounded off in the document

total.

Fields

Description

Price update

This setting specifies which prices in the inventory record will be updated during

document data entry. If there is no inventory record, the update will create one.

Note 1:

If the "Updating the purchase and cost prices in the item record" company setting

found in Commercial management - Items is selected, prices that update the

inventory record will be carried over to the item record.

- This is done systematically for the LPP and LCP.

- This is also the case for the WAPP and WACP for items not managed in stock.

- For the WAPP and WACP for items managed in stock, it depends on the setup

described below in notes 2 and 3.

Note 2:

- If the update of the WAPP in the inventory record is selected, the new WAPP will

automatically be carried over to the item record if the document is entered for the

default warehouse defined in the company settings in "Stores and Warehouses".

- If the update of the WACP in the inventory record is selected, the new WACP will

automatically be carried over to the item record if the warehouse of the document

belongs to the reference store as defined in the company settings in the "Inventory"

tab.

Note 3:

When managing subsidiary flows, the prices proposed by default in the "Update

inventory" field in the subsidiary record are initialized with the value defined in the

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Currency rate

The "Enter rate when validating transfer notices" setting is accessible only for received transfers ("TRE" document type).

It enables the generation of a blocking alert message when validating a transfer notice, if the transfer notice is in a currency different from the currency of the recipient store.

This alert message prompts the user to enter a currency rate so that the inventory can be valued in the store currency. The exchange rate is saved for the document only (no

new rate is created).

Document Type - Preferences Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Specific search priority

For each document type, you can define how items are searched for in the document, e.g. using the barcode, item code or serial number. The search priorities for items must

first be configured in the Back Office in Settings - Items. You can then select one of them in each document type.

- If the setting is selected, the search priorities defined in this tab will be used.

- If the setting is not selected, the search priorities defined in the "Search priority for items" field in Commercial management - Items will be used.

An exception can be managed for a store in the [Additions/Per store addition] button in the "Preferences" tab.

To find out more about item search priorities, see the topic Search Priorities.

Dimension management

Currencies

"TRE" document type. For received transfers, the setting defined in the "TRE"

document type is ignored and the setting of the subsidiary record is used.

Cost groups

Select the cost group you want to associate with the document type. Cost groups

must first be configured in Settings - Management - Cost price - Cost group. See

Cost Price Management.

Fields

Description

Field for item filter

List of choices used to specify the field for filtering item references during document data entry.

Possible choices: User-defined tables 1 to 10, collections 1 to 3, accounting category and price list

category. Authorized values must then be selected in the "Value" field described below.

Value

Field used to enter one or more values for the field defined above.

During document data entry, the list of items will be limited to the items that match the values

specified here.

Fields

Description

Dimension settings

If this setting is enabled, you can configure information lines for each dimension

during document data entry. If the setting is disabled, the button for configuring the

grid is not accessible.

Dimension input behavior

This setting enables you to specify how dimensioned item lines entered in

documents will be displayed:

- Detail of dimensions: The number of lines displayed is identical to the number of

dimensions used.

- Generic item: Only one line per item with the total value entered for each

dimension.

All: the 2 previous options are combined: one totalized line with all lines per

dimension.

If you do not select the "Detail of dimensions" option, you can display or hide

dimensions in documents using the ALT+D keyboard shortcut.

Field

Description

Default quotation type

This list enables you to specify the type of currency rate used. During document

data entry, this rate type is used to find the conversion rate.

Note:

- Rate types must be defined in Settings - Management - Currencies - Rate types.

- The default rate type defined in the company settings is used everywhere except in

documents (e.g. if you display prices from the item record in another currency).

This field is used to define the allocation method of the currency for the document.

- Store currency: The currency of the document will be initialized with the currency

defined in the store record.

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Delivery date - line

Document type - Employee Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Origin of currency

- Third-party currency: The currency of the document will be initialized with the

currency defined in the third-party record.

- Currency of the last entry: The currency of the document will be updated

systematically when the store or third-party changes.

Fields

Description

Origin of delivery date

This setting is used to initialize the delivery date when a document is generated.

Delivery date: The initial delivery date is kept.

Document date: Date initialized with the date of the document being generated.

Please note! If the document date is changed manually, the delivery date will not be

updated.

Initialize line delivery date

During document creation, this setting initializes the line delivery date with the

delivery date of the header.

Note:

Non initialized delivery date = 01/01/1900.

Delivery date - mandatory line

If this setting is selected, the system checks that the line delivery dates were

specified (different from 01/01/1990) during document creation.

Fields

Description

Sales representative type for

document

For each document type, you can define a sales representative type:

Salesperson/Cashier (for documents linked to Front-Office operations), Sales

representative (for wholesale documents), and Storekeeper (for preparing orders).

The sales representative of the document is initialized based on the following

search order:

- To start with, the first sales representative among those available in the third-party

record whose affiliated store matches the store of the current document will be

returned.

- Failing which, if a business area is specified in the third-party record, the first

among the list of sales representatives whose store matches the store of the current

document and whose business area matches the third-party business area will be

returned.

- Failing which, if no business area is specified in the third-party record, the first

among the list of sales representatives whose store matches the store of the current

document will be returned.

Once the sales representative is initialized in the document header, the system will

check the type of the sales representative (sales representative or

salesperson/cashier). If the sales representative is not authorized, a message will

indicate “Error on sales representative code.”

Search filter on sales represent.

List used to filter sales representatives based on the store or business area.

- Store: The value (modifiable) in the multi-criteria screen will be the value of the

document store.

- Business area: The value (modifiable) in the multi-criteria screen will be the value

of the customer in the document.

The default restriction applies to the store criterion in the list of the sales

representatives during document data entry.

Keep salesperson from previous

document

This setting is used to keep the initial salesperson in the final sales document. For

example, the salesperson who created the order is kept in the sales line when the

product is delivered to the customer, even if the salesperson is not present in the

store.

This option is available for document types and the following exceptions by store:

- CDI: Available order

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Document Type - Accounting Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Account posting

Direct accounting

This field is displayed only if the "Deferred accounting" company setting is not selected in Commercial management - Account posting. A document is processed in deferred

accounting if one of the following conditions is met in the order indicated below:

- The "Deferred accounting" company setting is selected.

- The value of the "Type of accounting link" field is "Batch mode".

- Trade settlements are enabled.

- The value of the "Go to accounting" field is not "None".

If this is not the case, the document will be processed in direct accounting. In this case, an accounting transfer is not required. Accounting entries will automatically be

generated in accounting.

- FFO: Receipt

Fields

Description

Accounting link journal

Accounting journal in which business documents are posted.

The journals in the list are open and support multiple currencies.

Account type

Used to specify the account type, "Invoice" (customer or supplier) or "Credit

note" (customer or supplier). This information is essential for understanding and

posting the document correctly.

The account type is used to find the sales account (Customer Invoice/FC or

Customer credit note/AC) or the purchase account (Supplier invoice/FF or Supplier

credit note/AF) for tax exclusive lines, discount lines, business discount lines,

"FFO" sales receipts (encashment log) because for payment method lines, bank

remittance lines and bank card fees lines, the account type will always be "OD".

Go to accounting

Type of accounting entries that must be generated by the document.

- None: No accounting flow is generated by the document.

- Normal entry: The document generates accounting entries.

- Entries for non-received invoices: Determine the document types taken into

account for the generation of accounting entries for non-received invoices. This is

available only for purchase documents, and/or only if the folder supports inventory

closures (Company settings - Commercial management - Inventory accounting

closure - Management of inventory closures). Documents that will generate entries

for non-received invoices (FNP) are those for which “Go to accounting" is set to

“Entries for non-received invoices.” They may be, for example:

- Non-invoiced deliveries (or partially invoiced)

- Disputed supplier invoices (not sent to accounting)

- Credit note requests

- Supplier invoice notices

- Invoiced receipts with a billing date after the closing date

Type of accounting link

Used to post business documents in real-time.

If the "Batch mode" option is selected, you must run the accounting generation

manually. Only documents whose previous setting value is “normal entry” will be

processed.

Freeze closure

This setting is used for the inventory closure. If this setting is enabled, this prevents

data entry and modification in a document at a date before closure. Documents that

are locked after closing are those for which the option is enabled.

Fields

Description

Analytical behavior - inventory

line

This field is not supported at present.

Type of link - deposit/payment

List identical to the type of accounting link.

Analytical behavior - inventory

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Document Type - Accounting Customization Tab

Back Office and Front Office: Settings - Documents - Documents - Types

This tab is used to customize the generation of descriptions for accounting entries. The description and internal reference of the accounting entry can be configured as follows:

a fixed description followed by one or more fields selected from the list, followed by a second description, followed by one or more fields.

Description of entries

Accounting entry internal reference

Grouping option

This pane is available only for sales receipts (FFO).

Accounting entry dates

footer

This field is not supported at present.

Inventory accounting

This field is not supported at present.

Analytical behavior - line/footer

Used to specify the behavior of analytical data entry during document data entry

(lines and/or footers):

- Open automatically: The window opens systematically when the document is

saved.

- Open on request: The data entry screen for installments opens if users click the

[Analytical Breakdown] button.

Without analytics: Analytical pre-breakdowns are defined at the beginning and

cannot be modified when entering a document.

Fields

Description

Fixed description

This text field is used to define one or two fixed descriptions with a maximum of 17

characters that will be loaded in the description of accounting entries.

Recovered fields

List of multiple choices used to select the fields retrieved. The values defined will

be loaded in the description of accounting entries.

Type of entries supplied

Used to define the lines to which the settings must be applied.

Fields

Description

Fixed description

This text field is used to define one or two fixed descriptions with a maximum of 17

characters that will be loaded in the description of accounting entries.

Recovered fields

List of multiple choices used to select the fields retrieved. The values defined will

be loaded in the internal references of the accounting entries.

Type of entries supplied

Used to define the lines to which the settings must be applied.

Fields

Description

Grouping

These buttons enable you to select the grouping used by the accounting link to load

the sales account:

- None: The transmission is performed for each receipt.

- Day/Month/Week: The receipts are grouped together and sent in a single line.

There is one line for each day, month or week.

Grouping on centralization

auxiliary

This setting enables grouping using a centralization auxiliary.

- If the setting is selected, entries are grouped using the default third-party of the

- If the setting is not selected, the third-party in the document is used.

Fields

Description

Accounting date

Used to define the accounting date, i.e. the document date or the delivery date.

External reference date

Used to define the external reference date, i.e. the document date or the delivery

date.

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Document type - Layout Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Printing options

Comments

List of multiple choices that enables you to insert one or more comments in the first line (header) and/or in the last line (footer). The comments must first be created in

Settings - Documents - Comments.

Print labels

Sending documents

Fields

Description

Template choice at end of

document

This option enables you to select the elements for printing the document type

during document validation or reprinting. If this option is selected, the elements

defined by default in the rest of the "Layout" tab will be used.

Print in third-party language

This setting is used to print the document in the third-party language (customer or

supplier). If the third-party language was not specified or if this setting is disabled,

the user language will be used.

Selection of the printed language

If this setting is enabled, you can select the language of the printed document at the

time of printing.

Immediate printing

If this option is selected, the document is printed automatically as soon as it is

validated.

If this option is not selected, the document is not automatically printed.

If the "Template choice at end of document" option is enabled, you can reset the

document to the default settings.

Print preview

If this setting is enabled, you can preview the document in PDF format. You must

then run the print job from this preview window.

If the setting is disabled, no preview is displayed and the document is printed

immediately.

Number of copies

Used to define the number of copies to print.

The maximum value is 99.

Printing template

This setting proposes the list of standard reports and reports created by the Report

Generator. The specified template will be used to print the document.

Fields

Description

Print labels

If this setting is selected, labels are printed automatically when the document is

validated. If the setting is not selected, you must run the print job manually.

Use template by item

Used to print labels using the template defined in the item record.

If this setting is selected, labels are grouped together automatically based on the

label template specified in the item record and then printed. If a given item has no

label template, the label will be printed using the default template of the document

type.

If the setting is not selected, the label will be printed with the default template of

the document type.

Print preview

This enables the PDF preview of the label sheet.

Label template

You select the print template to be used for labels if the "Printing labels" option is

selected.

Fields

Description

Export type

Buttons for defining the type of export to perform: "None", "Local", "E-mail",

"FTP".

For FTP exports, the name of the FTP server must be specified in the settings of the

export format or in the company settings.

File format

Buttons for defining the format of the file to send: PDF or ASCII.

ASCII export type

Used to define the type of export format. This field is enabled only if the file sent is

in ASCII format.

ASCII export code

Used to define the code of the export format. This field is enabled only if the file

sent is in ASCII format with a customizable export format type.

Complete the file

If this setting is enabled and if the export file already exists in the directory, the file

will be modified.

Used to specify the local directory for sending the file. The file name may include

tags used to identify the file:

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Document type - Line Info Tab

Back Office and Front Office: Settings - Documents - Documents - Types

This is additional information that appears during document data entry.

A maximum of eight additional information lines are available. The number of lines depends on the document type.

For example, you can display the warehouse, available inventory, item statistics, line or document margin, etc.

During document data entry, some information will be displayed only for dimensioned item lines.

Document Type - Context Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Document Type - Miscellaneous Tab

Back Office and Front Office: Settings - Documents - Documents - Types

Internal reference

File location

- <NUMERO_DOC>: The number of the document.

- <ETABLISSEMENT_DOC>: The store of the document.

- <REFINTERNE_DOC>: The internal reference of the document.

- <DATE_DOC>: The date of the document.

Example of a file name:

C:\Invoice<NUMERO_DOC><DATE_DOC>.pdf.

The information from the generated document will replace the tags.

This functionality is not available for the following document types: "INV", "EEX",

"SEX", "FIC".

Fields

Description

Hide this type of document

This option offers two outcomes:

- If the option is selected, this document type will be hidden in the multi-criteria

screen. Only used document types will be displayed.

- If the option is not selected, this document type will be displayed in the multi-

criteria screen.

Transfer to Purchase / Sales

module

In a BO-PCP configuration, this setting is used to list the document types that will

be sent to the sales representatives via TOX files.

Field

Description

Enter internal reference

Used to display, in your documents, a field for entering an internal reference specific to your own

structure.

Check for unique reference

Used to enable the check for reference uniqueness. The three possible values are: "No control",

"Control and message", "Control blocking message". The check for uniqueness is run on the

document type + stub + third-party + reference (excluding deleted documents).

This setting is unchecked by default. It is used to assign automatically an internal reference, if

missing, to documents being created manually or by import. (This field is not accessible for FFO,

FFE, and FFA document types.) As long as this setting is not checked, the following fields are

grayed out and not accessible:

- Length (required): 13 is the default value, allowing the possible use of a barcode for this

reference for scanning. Limited to 40.

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External reference

Follow-up reference

Costs

Miscellaneous

If the available option is ticked, the following alert message “Caution: you are changing the quantity” is displayed if one of the quantities is modified when you duplicate a

Automatic assignment

- Prefix (optional): in the case counters are managed by store, this prefix will be supplemented

with the store code when allocating the number (as for the follow-up reference.)

- Last counter used: in the end, the generated reference will have the following format:

XXXYYYZZZ, with:

- XXX: Prefix set in the document type (optional).

- YYY: Store code if counter by store management; otherwise it will be null.

- ZZZ: Counter supplemented on the left with 0, until the defined length from the

document setting is reached (common to all stores.)

Omni-channel specificity about the internal reference

Only the creation of an omni-channel order can benefit from this automatic assignment of an

internal reference. All the following documents (types PRE/BLC for orders with delivery to the

customer, DTR/TEM/TRV/TRE/CDI for orders with reservation, DDY/RD for orders picked up in

the store, and ANR for return notices) continue to inherit the internal reference of the original

customer order, with the possibility to add “_1”for an ANR document, “_1_1” for the new

exchange order if the ANR is an exchange type.

The specific automatic assignment of the internal reference for an omni-channel order at checkout

(WEBxxxyyy) is retained, with xxx is the store code, and yyy is the order number.

When importing, omni-channel documents following the order must be associated with their

internal reference entered manually and respecting the usual rules of the e-commerce string

(reference of the sales order with possibly _1 or _1_1 etc.), because its entry is mandatory.

Field

Description

Enter external reference

Used to display, in your documents, a field for entering an external reference and a date.

Check for unique external reference

Used to enable the check for reference uniqueness. The three possible values are: "No control",

"Control and message", "Control blocking message". The check for uniqueness is run on the

document type + stub + third-party + reference (excluding deleted documents).

Field

Description

Enter follow-up reference

Used to display, in your documents, a field for entering a follow-up reference.

Additional possible settings:

- Rename the “Follow-up reference” title. You can rename this with a title of your choice.

Therefore, go to Commercial management - Preferences in the company settings and enter the new

wording into the “Follow-up reference title” field.

- Set an Internet link: Go to in the company settings, and enter the Internet link to which you want

to connect into the "Follow-up URL on Internet" field. Users can then simply double-click in the

"Follow-up reference" field in the relevant document.

Check for unique follow-up reference

Used to enable the check for reference uniqueness. The three possible values are: "No control",

"Control and message", "Control blocking message". The check for uniqueness is run on the

document type + stub + third-party + reference (excluding deleted documents).

Automatic assignment

For the following document types: "SEX", "BSX", "BFA", "BRF", "TEM", "BTR", "TRV", and

DTR, you can assign a follow-up reference automatically. You then have to define the length of

the reference, its prefix and the last counter used. Note: For an automatic assignment, the store

code is concatenated to the prefix, if the store handles counters.

Fields

Description

Open expenses at end of data entry

Used to automatically open the window for entering freight and expenses during document

validation.

Freight document consolidation action

If documents are grouped together, for example, if delivery slips (BL) are grouped for an invoice,

freight calculation can be based on the following choices:

- Aggregate: If a given freight type was used for several delivery slips, this freight can be totaled

in a single invoice line.

- Merge: If a given freight was used for several delivery slips, the invoice will show as many

freight lines as delivery slips.

- Reset: Freight is not retrieved from the previous documents. Default freight is saved in the final

document.

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document:

Document Type - Subcontracting Tab

Back Office and Front Office: Settings - Documents - Documents - Types

This tab is visible only if the CAPM functionality is serialized.

Purchase subcontracting

Document Type - Packing Tab

Back Office and Front Office: Settings - Documents - Documents - Types

This tab is available if the "Packing management" company setting is enabled via Commercial management / Logistics. It enables the packing functionality, i.e. the packing of

items in various documents. To find out more, see Packing.

Fields

Description

Associated production order

Setting used to specify that the document drives a production order that manages

the requirement and consumption of components needed to manufacture the part.

Only "CSA" (subcontracting orders) and "BSA" (Subcontracted purchase receipts)

documents should be selected.

Deferred material requirement

Used to condition the calculation of the material requirement of subcontracting

orders or the calculation of material consumption of subcontracted purchase

receipts. These calculations are done when validating the document or at a later

time using multi-criteria recalculation.

- None: Requirements and consumption are calculated systematically when

validating the document.

- On request: Prompted on screen, requirements and consumption can be calculated

when validating the document or at a later time.

- Systematic: No calculation done when validating the document. With this option,

you must systematically use multi-criteria recalculation for the calculation of

consumption or requirements.

Deferred material requirement via

MRP

Used to condition the calculation of the material requirement of documents when

generating subcontracting orders from MRP manufacturing proposals.

- None: Component requirements in subcontracting documents are calculated when

documents are generated from MRP proposals.

- On request: Prompted on screen, component requirements in subcontracting

documents can be calculated when generating the document from the MRP

proposals or at a later time using multi-criteria recalculation.

- Systematic: No calculation done when generating the document from MRP

proposals. With this option, you must systematically use multi-criteria recalculation

to generate the requirements of subcontracting orders.

Immediate printing of

requirements

Option used to print the document automatically after validation.

Fields

Description

Packing management

Specify how you want to manage packing for the document type.

- Optional: Packing management will be performed when required by clicking the

relevant button during document data entry.

- Mandatory: The document cannot be validated until all entered items have been

packed by users.

- None: You cannot manage packing for this document.

Packing mode

Select the packing mode, i.e. how the packing will be carried out during document

data entry.

- Reference: Users can select the items to pack.

- Blind: Items must be scanned in the packing window, they cannot be selected by

reference. However, there is a concept allowing, even in blind entry, the display of

the reference window for the items to be packed. It is called the “Access to the

reference mode” concept.

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Printing options

Document Type - User-Defined Tables Tab

Back Office and Front Office: Settings - Documents - Documents - Types

User-defined tables

Select this option if you want to use user-defined tables in your documents. Specify which tables you want to use in this document type. These tables must already exist.

Document Types - Additional Elements

Back Office and Front Office: Settings - Documents - Documents - Types

Fields

Description

Print preview

If this option is selected, the reports described below are displayed in preview mode

on screen.

Printing method for labels,

packing slip and packing list

Is used to specify whether the following 3 types of elements (Labels, Packing slip

and Packing list) should be printed. If so, you can define a printout when validating

the package or the document.

Fields

Description

User-defined table name

Used to select up to three user-defined tables for this document type.

These tables must first be created in the Back-Office in Settings - Documents -

User-defined tables - Documents.

The order in which the tables are displayed must be respected in the following

types. This is because information from the current document is automatically

loaded to the next document when the current document is transformed.

Default value

Used to specify a default value for the user-defined tables. These fields are optional.

If they are not specified, you must specify the value of the user-defined table during

document data entry.

Mandatory

If this setting is selected, you must enter a value for the corresponding user-defined

table during document data entry.

Modifiable

This setting authorizes the modification of user-defined tables for receipt collection

sales (FFO) as long as they have not been booked.

Initialize with third-party values

This option is used to initialize the values of user-defined tables with third-party

values for similar fields.

Example:

If the zip codes table is defined as a user-defined table, the value will be initialized

with the zip code of third-party address.

No entry if everything is specified

Select this option if you do not want to ask for confirmation for user-defined tables

initialized by default.

Propose third-party user-defined

tables

Used to display third-party user-defined tables in addition to document user-defined

tables during document data entry. This way, users can complete or modify the

values of these user-defined tables stored with the document without modifying the

third-party record.

Update third-party user-def.

tables

This setting is linked to the previous option and enables the automatic update of

user-defined tables in the third-party record with the information entered during

document data entry.

Use customer/item trigger

The user-defined tables displayed at bottom of the document may have triggers

depending on the settings defined here.

Customer/Item trigger

If you have enabled the use of a trigger, you must select one here.

Available user fields

You can declare usable user fields by document type or by store addition.

Reminder:

User fields appear in the input/modification screen of the document user-defined

tables. You can view them in the main multi-criteria screens for querying

documents, as well as in cubes and dashboards. They are not available in standalone

mode/

Reminder:

To use user fields, the corresponding company settings must first be enabled in

Commercial management - Preferences. You must then specify restrictions in the

"Additions" tab in the user record.

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The [Additions] button enables the access to additional options: additional information per store, grouping.

Per store addition

The settings for document types are based on standard settings common to all stores. However, this menu allows you to specify for some settings exceptions (peculiarities) for

one or more stores.

Grouping

The grouping defines criteria that allow you to:

- group together documents for generation: generate an invoice from several receipts for example;

- generate several documents from one single document: generate several purchase orders (CF) from a replenishment order.

Example:

From a replenishment order including items from several suppliers, you want to generate as many purchase orders as suppliers referenced in the replenishment order.

- Initial document:

- Replenishment order (FCF):

- Item I1, supplier S1

- Item I2, supplier S2

- Generated documents:

- Purchase order (CF) no. 1 for I1 /S2

- Purchase order (CF) no. 2 for I2 /S2

To get the two purchase orders, the following settings must be implemented for purchase orders.

- Type of grouped document: select "Replenishment order".

- Select the following options:

- In column Table: select Line.

- In column Field: select Countermark supplier.

- In column Condition: select Different.

Exceptions per site

Exceptions per site are used for the PCP (mobile order entry) module in order to initialize document stubs according to sites: PCP site = PCP mobile device with a remote

base.

User fields

Although a large number of user-defined fields are displayed in the Information tab of the item record by default (especially in the case of ORLI presentation,) you may be

required to manage a greater number of user fields. These fields will supplement current user-defined tables. They can be assigned to several places in the application:

customers, suppliers, items, stores, sales representatives and customer services.

User field settings

Company settings

Back Office: Administration - Company - Company settings - Commercial Management

Go to Commercial management - Default settings and check “User fields”.

Access rights

Back Office: Administration - Users and access - Access right management

Open the 105 - Settings menu and enable the “User fields” access right for the desired user groups, and for the menus desired: items, customers, suppliers, stores, store staff,

documents, and customer services.

User fields

Back Office: Settings - menu of your choice (Items, Customers, Suppliers, Stores, Store staff, Customer services) - User fields

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To create a new user field, click the [New] button and populate the following fields:

User records

Back Office: Administration - Users and Access - Users

The Additions tab in user records contains the list of user fields that are authorized for use. Check the “Use of user fields” checkbox for each element (item, customer, etc.),

then select the desired user field.

Using user fields

Entering data in user fields

In following records: Item, Store, Customer, Store staff, and Customer services

If fields have been defined in records that manage user fields, the User fields tab will be displayed. This tab allows you to populate all defined user fields.

User fields can be modified by batch by accessing the batch modification menu via the [User Fields] button.

Use in analyses

A new tab (”User fields”) allows you to enter data in the user fields that are used to carry out the query. This data is available in the following elements:

- Multi-criteria selection functions for items, stores, suppliers, sales representatives, customers and customer service.

- Inventory cubes and dashboards

- Item availability

- Customer dashboard

Use in item records

Back Office: Basic data - Items - Items

Once the settings have been made, note that in the multiple selection criteria of the item list, the User fields tab allows you to enter the values of the user fields. Open an item

record of your choice, select the “User fields” tab and specify all required user fields. You have to know that:

- Only items of type Merchandise are affected by user fields.

- Deleting or modifying a user field will result in all of its corresponding data being deleted or modified also.

- Deleting an item also deletes the data in the user fields.

- User field values for a given entity can be imported too.

Management constraints

- Deleting a user field or modifying a user field type will delete all its data too.

Triggers - Contents

A trigger is a group of conditions which, when they are met, trigger an application action, message, etc. They may impact the following features: Stores, Customers, Items,

Suppliers, Payment methods, Warehouses (available only if Procurement and Sourcing is serialized.) Once configured, these triggers may be used in various Yourcegid Retail

Y2 modules.

Field

Description

Enter the user field name.

Type of entry

Corresponding to the user field data type. Based on the type of entry, additional

options allow you to specify the values allowed:

- Boolean: no options available for this type of field

- String: you can specify the number of characters that can be entered (minimum

and maximum).

- Date: no options available for this type of field

- Selection list: click the [Selection list] button. Click to validate the sub-table

in the new window that opens.

- Numerical: specify the number of digits accepted for the integer element, and the

number of decimal places.

Mandatory entry

Indicates whether you need to input the field or not. If this option is checked, the

required user field will have an asterisk before it when entering data in the record

concerned.

Display rank

When in use, user fields are always displayed based on the ranking specified here.

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Creating triggers

Trigger settings

Scope of use

Trigger type

Test of the settings

Scope of use

How to use triggers according to scope

Store and Item triggers on lists

Use of restriction categories (option step)

Creating lists of stores and/or lists of items

Creating store and/or item triggers

Additional information

Event log

Operating in standalone mode

Access rights

Creating Triggers

Back Office: Settings - General - Triggers

Select the trigger you want to manage: Store, Customer, Item, Supplier, Payment method or Warehouse.

To create the trigger, click the [New] button and populate the fields as described below.

Note on multiple criteria list of store triggers

The query of the multiple criteria list of store triggers is not restricted in relation to the restriction category of the “Store list.” It is restricted only in relation to the “Trigger”

restriction category; therefore, all store triggers are visible here, regardless of the restriction category of the associated store list.

Trigger settings

Scope of use

Then select the feature(s) that may support the trigger.

The concept of scope is used to define the features or the contexts where these triggers are visible and can be used. This issue will be discussed in detail in chapter "How to

Use Triggers".

Trigger type

Then select the trigger type you want to use. The interface will change depending on the selection (trigger for store, customer, item, etc.).

Fields

Description

Enter a description (35 char max) to identify the trigger you are creating. Note that

a trigger can be identified by means of a unique code by the application and not by

the user. This code cannot be seen in the trigger record directly. To view it, you

must switch to the Customer Service view and click on the [GUID display] button.

Restriction categories

Specify a restriction category, if necessary. Just remind: Restriction categories are

created in the Administration module, menu Users and access, command User

restrictions/Restriction categories.

Note that this option is not available for Warehouse and Supplier triggers.

Comments

You can enter text in the Comments field (200 char maximum).

Trigger type

Description

This allows you to make a selection based on the name or description of a field.

"Fields" is selected by default. To see the fields, select the "Show fields" option

available in the lower part of the window.

Example of a basic trigger:

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Test settings

Test trigger

Click this button to display the “Trigger test” window, then select a code to test the validity of the settings. This test checks that your setup corresponds to your needs.

View result

Click this button to display the list of data resulting from the settings configured. List of customers, items, and stores according to the trigger used.

Scope and Examples

Fields

You want the trigger to impact stores including PARIS in their description. You

must specify the following in section "Fields of the table":

Store description Contains Paris

Example of a more elaborate trigger:

The criteria in the “Fields of the table” are divided into two groups of three criteria,

separated by an “And/Or” operator. Within each of these two groups, there is a

system of parentheses used to organize the criteria order to make up the best

possible selection according to these two groups.

Groupings

This allows you to make a selection by grouping, based on user-defined tables

(store, customer, item, etc.) User-defined tables depend on the settings in your

database. The examples below are for information only.

You can define the groupings in the "Selection" pane:

You want the trigger to impact the stores located in the south of France. Enter:

- Grouping = Region

- Values = South of France

- Use the "Exclusion" pane to refine your settings:

You want the trigger to impact the stores located in the south of France, with a

surface area inferior to 50m2. The previous settings will be completed if you add

the following in the "Exclusion" pane.

Grouping = area

Values = Less than 50m2

List (stores and items)

This type of trigger is only available for items and stores. This allows you to define

a trigger for a list of stores or a list of items that has in turn the triggers as scope of

use. The store and item lists are visible and usable by some users only, by means

restriction categories. There is therefore, a scope of use ”Store list” or “Item list” in

the restriction categories. Each Store list or Item list created can be associated with

a restriction category of type “Store list” or “Item list”, and for a user the use of

store or item lists may be restricted to certain categories.

For further information about the use of these triggers of type List, refer to section

Store or Item Triggers on Lists.

Customer birthday

This type of trigger is only available for customers. If Customer birthday checkbox

is checked, you can set a birthday “period” calculated from of the date of birth

shown in the customer record. Three periods are proposed:

- Day: Actual day of customer birth, or a period set concerning that date. For

example, a period running from the day before to 7 days afterwards.

- Month: Birth month For example, if a customer was born on April 12, this period

will cover the entire month of April.

- Calendar week: This is the calendar week for the date of birth. For example, if a

customer was born December 28, and this day falls on a Tuesday in 2010, the

period will cover the week running from Monday, December 20 to Sunday,

December 26, 2010. This concept of week takes into account the first day of the

week as defined in the Windows regional settings

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Back Office: Settings - General - Triggers

This section describes the various scope of use available and describes orders where they are applied in the application.

Gift certificates/Gift cards

Trigger used: store

Usable in Back Office: Sales - Retail sales - Non active payments / Pre-register gift certificates and gift cards

This menu item is used to pre-register gift certificates and gift cards with a trigger set to the stores where these gift certificates or gift cards will be used. Therefore, tick the

"Use in several stores" checkbox option to show the trigger.

Triggers used: store, item

Usable in Back Office: Settings - Management - Register operations - Outstanding balances tab

Store and Item triggers are available in gift certificate and gift card settings (see Outstanding balances tab).

Customer service workshop coefficients

Triggers used: store, item

Usable in Back Office: Settings - Customer services - Application rules for workshop coefficients

This command allows you to enter a store and/or item trigger used to calculate the selling at the valuation step of a quote in a customer service record. This applies if the

“Management of coefficients by store and by item” company setting is enabled, and the store for the customer services is consistent with the trigger.

Sales conditions

Triggers used: item, store, customer

Usable in Back Office: Sales - Sales conditions - Rules

This menu item is used to create the rules of the sales conditions taking into account the following triggers:

- Item and/or Store: to be specified in the Conditions on lines tab.

- Store: to be specified in the Conditions on receipt tab. For example, in a sales transaction, in a receipt that should trigger the condition, the latter will be applied only if the

store of the register belongs to the list of the trigger.

- Customer: to be specified in the Conditions on customers tab. For example, a sales condition may be applied to a customer living in Marseille only.

Invoicing sales and transfers

Triggers used: item, store

Usable in Back Office: Sales - Generation - Invoice sales/transfers - per program

This menu item is used to create invoicing programs taking into account Item and/or Store triggers to be specified in the Characteristics tab.

Standalone mode

Trigger used: customer

Usable in Back Office: Settings - Front Office - Offline customer criteria

In order to use off-line mode only for certain customers, customer triggers are available in the Customer Setting tabs.

Payment methods

Triggers used: item, customer

Usable in Back Office: Settings - Management - Payment methods

Item and Customer triggers can be used to determine payment method settings, to set conditions for the use of the payment method when entering receipts. This is also based

on certain fields in the customer record or in the record of one of the receipt items.

Example:

A specific payment method can be used only for customers who do not reside in France.

Operation

The trigger is defined in the Front Office tab of the payment method record. Once the cashier has entered the payment method, a check is done to ensure that the conditions

for acceptance of this entry have been met. If the customer on the receipt and at least one receipt item meet the required conditions, the payment method can be used for the

purchase. If not, a message will prompt the cashier to choose another payment type.

Checking the conditions

The conditions are checked when entering the receipt, or when modifying the payment in Front-Office. At the final validation of the receipt, the conditions are checked again

for payment methods that can still be modified. Consequently, the application conditions for any payment per bank card validated by a payment terminal are not checked

again. Please notice that the conditions are not checked if the payment method is part of a financing plan.

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Specific access right

“Override conditions of use” allows you to authorize certain users to use a payment method even if the corresponding conditions have not been met.

Per store addition

These triggers are also available in the record containing additional payment method information per store.

Standalone mode

In standalone mode, most of the data in the third-party table and item table is not known. However, the triggers are still verified using the data available.

Markdown reasons

Triggers used: item, store

Usable in Back Office: Settings - Front Office - Markdown reasons

Item and Store triggers can be used when configuring the settings for markdown reasons (Characteristics tab). The list of reasons is then restricted for checkout when you

enter such as discount.

Business operations

Triggers used: customer, store, item

Usable in Back Office: Basic data - Customers - Business operations/Management of business operations

This is used to create business operations based on a customer trigger to be specified in the Characteristics and General tabs.

Trigger used: store

Usable in Back Office: Sales receipts - Enter transaction

At checkout, the cashier can control the business operations of the register store via the [Other actions] button, option Business operations/Control of invitations.

Triggers used: item, store, payment method

Usable in Back Office: Settings - Front Office - Register - Button [Settings for peripherals]

This command allows you to use an item trigger and/or a payment method trigger for EPTs and register drawers (refer to Configuring Register Peripheral Devices.)

Tip to modify a trigger of type Payment method in the setup record of the EPT or register drawer.

If there is already a trigger in the setup record of the peripheral device and you want to change existing the scope of use, you cannot do this, because the “Scope of use’ field is

grayed out. Just uncheck the “Use the payment method trigger” option to reinitialize the field.

Then click this button to access the list of triggers. A double-click on the trigger opens its record where you can uncheck the “Scope of use”.

Purchase documents

Trigger used: supplier

Impacts in Back-Office Settings - Documents - Documents - Types

This is aimed at limiting the selection of suppliers for certain purchase documents.. This restriction is set by adding a supplier trigger to document types (Third-party tab).

Transfer price

Triggers used: item, store

Usable in Back Office: Settings - Management - Transfer price/Rule

In the calculation rules for transfer prices, you can enter a sore and/or item trigger and define calculation coefficients for one or more document types.

Trigger used: item

Usable in Back Office: Administration - Maintenance - Transfer price/Programs

This command is used to create rules and/or programs for transfer prices, based on an Item trigger as specified in the Characteristics tab.

Replenishment

Trigger used: store

Usable in Back Office: Inventory - Store replenishment - Forecasts on sales

This menu item enables the use of a Store trigger in the calculation of forecasts on sales. Once the process launched, the calculation will be performed only for stores

belonging to the list of the trigger, as detailed in the notepad.

Application rules for price list types

Triggers used: store, item

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Usable in Back Office: Basic data – Stores – Pricing/Application rules for price list types

This is used to create application rules for price lists, based on Store and/or Item triggers as specified in the Characteristics tab.

With respect to the store trigger, this rule being associated with a price list program that in turn is linked to one or more stores, the purchase or selling prices entered for these

price lists will be applied or not according to the store of the document entered.

Loyalty rules

Triggers used: item, customer, store

Usable in Back Office: Sales - Loyalty - Loyalty programs

The following triggers are available to set loyalty rules (V2 only):

- Startup options: store, customer, item

- Acquisition options:

- Welcome: store, customer

- Birthday: store, customer

- Sales line: store, customer, item

- Sales receipt: store, customer

- Benefit options: store, customer

- Card renewal and program change rules: item

Example:

A loyalty rule that is dependent on a trigger for the Paris Champs-Elysées store will be applied for this store only.

User-defined tables - Documents

Triggers used: item, customer

Usable in Back Office: Settings - Documents - Documents - Types

The User-defined tables tab allows you to specify an Item and a Customer trigger for sales documents and internal movement documents. It will set conditions for the use or

non-use of user-defined tables when entering a document. This option is also available for document exceptions by store.

Transfer valuation

Trigger used: store

Usable in Back Office: Settings - Documents - Transfer valuation

This menu item allows you to apply transfer valuation by taking into account a Store trigger. The trigger is specified in the Characteristics tab.

Procurement & Sourcing - management rules

Triggers used: supplier, warehouse

This scope of use is available only if the Procurement & Sourcing module is serialized.

Store and Item Triggers on Lists

You can also create store or item triggers based respectively on a list of store or a list of items, created previously and having the same triggers as scope of use. The store or

item lists are visible and usable by some users only, using restriction categories. There is therefore, a scope of use ”Store list” or “Item list” in the restriction categories. Each

store list or item list created can be associated with a restriction category of type “Store list” or “Item list”; for a user the use of store or item lists may be restricted to certain

categories.

This topic summarizes all the settings required to manage a trigger base on a list.

Use of restriction categories (optional)

Creating a restriction category

Back Office: Administration - Users and access - User restrictions/Restriction categories

The store and item lists are visible and usable by some users only, using restriction categories. There is therefore, a scope of use ”Store list” or “Item list” in the restriction

categories.

Click the [New] button to create a restriction category with a scope “Lists of items” and/or “Lists of stores”

Assigning the restriction category to the user

Back Office: Administration - Users and Access - Users/User record

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Open the user record of your choice; go to the Restrictions tab (section Restriction categories) and specify the restriction category in the “Lists of stores” and /or “Lists of

items” fields.

Creating lists of stores and/or lists of items

Back Office: Basic data - Stores (or Items) - Lists of stores (or Lists of items)

This step allows the creation of store and/or item lists (refer to Lists of Items/Lists of Stores.)

Creating store and/or item triggers

Back Office: Settings - General - Triggers (Store and/or Item)

Creation of triggers of type “Lists of stores” or “List of items” (refer to Creating Triggers.)

Supplementary Trigger Information

Event log

Back Office: Administration - Event log - Log query

Trigger modification must be carried out with care, as all functionalities using a trigger can potentially be affected by this change. For this reason, all changes made to triggers

are automatically tracked in the event log. The log report specifies the value before and after modification. The following information is logged:

- Modification date-

- User

- Store

- Level 1 = Settings

- Level 2 = General

- Level 3 = Triggers

- Status = Warning

- Description = Modification of [PROCESS NAME]

- Description of the modified field

- Name of the modified field

- Old value

- New value

Operating in standalone mode

Store triggers

Only two functionalities are impacted in standalone mode: Sales conditions and Discount types.

Indeed, data exported relating to triggers for standalone mode is the following:

- Store triggers present in sales conditions

- Markdown reasons

- Lists of stores used in these triggers

Customer triggers

Some sales conditions will not be taken into account in standalone mode, depending on the customer trigger concerned. Indeed, if in a sales condition, you specify a customer

trigger for a field not exported to standalone mode (refer to tab “Exported Data” in the customer settings for standalone mode,) such as the date of birth (condition on the

customer’s birthday,) then the sales condition will not be triggered in standalone mode.

Access rights

Back Office: Administration - Users and access - Access right management

Menu 105 - Settings

Access rights relating to this feature are located in menu Settings (105). You may authorize or prohibit the use of the following triggers by your staff in the General menu.

Store, Customer, Item, Supplier, and Warehouse.

Menu 107 - Sales receipts

Access right specific to payment methods: “Override conditions of use” access right in the Sales receipts (107) menu allows you to authorize certain users to use a payment

method even if the corresponding conditions have not been met. Please refer to the chapter on payment methods.

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Menu 110 - Basic Data

Access rights about Item lists and store lists are also required if the trigger type concerns a list.

Dashboards - Contents

Dashboards are tools that perform dynamic statistical analyses for the purpose of allowing you to obtain relevant analyses on activity data. Although the results may differ

according to the data analyzed by each of the Yourcegid commands and applications, all commands and applications are used in similar ways.

List of main dashboards and access rights

Purchase dashboard

Sales dashboard

Discount dashboard

Sales conditions dashboard

Loan dashboard

Customer services dashboard

Gift list dashboard

Inventory dashboard

Dashboards relating to report changes

Customer dashboard

Loan dashboard

Using the dashboard

Selecting the data to be taken into account

Selecting a presentation format

Modifying the statistics presentation format

Dashboard settings

Managing date ranges

Modifying reports

Using Dashboards

Selecting the data to be taken into account

This step consists of specifying a value in some or all of the fields on the different tabs so that only relevant data is taken into account. These search criteria obviously depend

on the command used. For example, they will differ if you use the customer or inventory dashboards.

When you have entered your criteria, click the [Apply criteria] button to display the data.

Please note that if you always use the same search criteria, you can save them in a filter. You can thus avoid entering them every time you wish to perform statistics

calculations. In addition, it is possible to associate a display mode or “presentation” with the selection filter which will load automatically when the filter is selected.

Attention!

To print the dashboard in landscape format, you need to check the corresponding setting before applying the selection.

Selecting a presentation format

All Cegid applications are shipped with a number of"presentations", i.e. display formats that you are free to copy or rename according to your needs. Of course, you can also

create new presentation formats and delete those that are no longer used.

To choose a presentation format, click on the selection triangle at the end of the Presentations field in the toolbar.

Modifying the statistics presentation format

If an existing presentation format is selected, the results displayed on the screen will take into account the selected settings. However, it is still possible to modify the

presentation format directly on the screen. If no presentation formats exist or are not suitable, you can create a new presentation format. After selecting criteria, the initial table

will display several columns available for various operations.

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Displaying columns

To display a column from the statistics table, complete the following steps:

1. Place your cursor in the header of one of the displayed columns.

2. Right-click to open the shortcut menu.

3. Select the Show column command.

4. Select the column(s) to be displayed in the table.

They will be inserted just after the last column in the table.

Moving columns

The order the columns are displayed in can be change by shifting them.

1. Click on the header of the column that you want to move. Hold the mouse left-click button down.

2. Move the mouse to the position where the column is to be placed.

This is made easier with the appearance of two yellow arrows indicating the column separator when you hover the mouse over either of the two columns.

3. When you release the mouse button, the column that you are moving will be placed in front of the column indicated by the yellow arrows.

Modifying column width

1. Place the cursor on the separator line to the right of the header of the column to be modified.

2. Once the cursor takes the shape of a vertical line, left-click and drag until the column reaches the width desired.

Hiding columns

To hide one of the columns displayed in the table, complete the following steps:

1. Place the cursor in the header of the column that you want to hide.

2. Right-click to open the shortcut menu.

3. Select the Hide column command.

The column will be hidden immediately.

Configuring layout

You can also use the command to hide or display a column as well as specify where a column is displayed within the table using the following command: [Set up layout].

- To insert a column in this table, click the title of the column to be added in the available columns list. Then click the [Add] button. The column will be automatically inserted

into the list of the columns selected.

- To remove columns : Click the title of the relevant column, then click the [Remove] button. The title of the deleted column will be immediately added to the Available

columns list.

Performing calculations based on column data

It is possible to perform different calculations based on the values contained in each column. The result is always displayed at the bottom of the relevant column. However, it

is not possible to request a calculation for columns that have been grouped together.

1. Place the cursor in the header of the column the calculation is to be performed for.

2. Right-click to open the shortcut menu.

3. Choose a calculation command from the list displayed:

- Min: Displays the lowest value in the column. If the column contains at least one empty value, nothing will be displayed in the result.

- Max: Displays the highest value in the column.

- Count: Counts the number of values in the column.

- Sum: Adds up the values in the column.

- Average: Calculates the mathematical average of the values in the column.

Result: Displays the result of a formula in the relevant formula-type field.

4. Once you select the command, the result will be calculated and displayed in the table immediately.

If one of the proposed calculations cannot be performed for the type of value contained in the column, the command will be inactive. For example, if all of the values

contained in a column are alphabetical only, the Sum and Average commands will not be active because they relate to numerical values only.

Deleting results displayed at the bottom of a column

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1. Open the shortcut menu by right-clicking on the header of the relevant column.

2. Select the Nothing command.

If you have grouped the data in one of the columns of the table, you can hide the totals temporarily by selecting the Hide command from the shortcut menu.

Sorting data in a column

By default, data in the table is sorted in ascending order based on the values in the first column, however you are free to change this display format. When the data table is

displayed on the screen, left-click on the header of the column corresponding to the field whose data you want to sort.

The triangle displayed to the right of the column title indicates the sorting order:

- a triangle pointing up indicates ascending order (from lowest to highest value).

- a triangle pointing down indicates descending order (from highest to lowest value).

If the values in the column are alphanumerical, the numerical values are sorted first and then the alphabetical values. For data composed of several characters, the first

character is sorted first, then the second and so on.

Grouping data in a column

For greater clarity, it is possible to group the different elements of a column and quickly check the results obtained for one element of a column.

1. Click on the header of the column to be grouped and drag it above the column title row in the header of the table while keeping the mouse button depressed.

2. When two small vertical yellow arrows appear, release the mouse button.

Each time a different element is found, a row is added to the table, with the title of the column followed by the name of the element. This row corresponds to a level.

- On the left of the title at this level, a small button is displayed indicating that the level is closed.

- By clicking on this symbol, the details for the data composing this level becomes visible, and the icon changes to include a sign [-], indicating that the level is open.

3. Complete these steps for all columns to be grouped.

Ungrouping a column

1. In the table header, place the cursor on the title of the grouped column.

2. Right-click to open the shortcut menu, and activate the Ungroup command.

The title of the column is moved down to the row containing the column titles, and all of the data is displayed again.

Showing or hiding data in a grouped column

It may sometimes be useful to group a column while also being able to view the detail of the data that it contains:

1. In the table header, place the cursor on the title of the grouped column.

2. Right-click to open the shortcut menu and activate the Show column command.

In this case, the title of the column is displayed in the table header to indicate that it is a grouped column, and also in the columns title row to allow you view the detail of the

data it contains.

To hide the data in a grouped column again, complete the following steps:

1. In the table header, place the cursor on the title of the grouped column.

2. Right-click to open the shortcut menu and activate the Hide column command.

Opening and closing a level in the table

When a level is open, all of the data composing this subset is displayed in the table. For greater clarity, it may be useful to close the levels so that the data no longer appears

and is included in the results only.

- To close one level only, simply click on the small button with a minus sign that is displayed on the left of the title of the level [-].

- The button symbol will change to a plus sign [+].

- To open this level again, simply click on this button [+].

Once you modify a level in this way, the application views it as a user-specific presentation format, which is indicated by the symbol to the left of the option on the shortcut

menu.

Opening and closing all levels of a column

1. To open or close all of the levels in a particular column, place the cursor in the title of the grouped column in the table header.

2. Right-click to open the shortcut menu and select the Close this level or Open this level command, depending on the required presentation format.

Opening and closing all levels of all grouped columns

1. To open or close all levels of all columns that have been grouped, place the cursor in the title of one of the grouped columns in the table header.

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2. Right-click to open the shortcut menu and select the Close all levels or Open all levels command, depending on the required presentation format.

If all levels are closed, only the levels of the first grouped column will be displayed in the table. To view the different levels of all grouped columns without viewing the data

contained in these columns, activate the Tree structure only command in the shortcut menu.

Impact on table settings

Modifications made to the levels directly using the Close all levels, Open all levels, Tree structure only, and User settings commands in the shortcut menu will have the same

impact on the Miscellaneous tab, accessible via the [Set up layout] button.

Attention!

Modifications made directly to the table are not saved automatically in the current presentation format. If you are working with a user-specific presentation format, you need

to use the Save command in the Presentations menu to save your changes. Otherwise, you will need to make a copy of the presentation format first, make the required

changes, and then save it again.

In addition, if you open or close the different column grouping levels, these changes will only be saved if they are made using this button.

In general, the presentation formats only display part of the fields that make up the records for which you have requested statistics. However, you may display other fields or

hide existing fields using the options in the shortcut menu, which you can display by right-clicking on the header of a column.

Dashboard settings

If you have not selected a presentation format, the dashboard will display the data from all of the fields that make up the record of the element for which statistics have been

requested as soon as your selection criteria are applied.

To obtain more relevant results, you need to select the type of information to be displayed by clicking on the button [Set up layout].

At this stage, different actions can also be carried out in order to format the statistics table. These actions may be done on :

- Column titles: click on the Title tab

- Table data: click on the Data tab

Adding or removing a column

Although it is possible to add or remove columns from the statistics table directly, it is better to use the list settings when creating a new presentation format or when

permanently modifying the data to be displayed [Set up layout]. At this stage, you can insert new columns in which the data is obtained via a calculation formula.

1. To insert a new column in the table, click the [Set up layout] button. Click on the title of the column to be added, available in the Available columns list.

2. Click the [Add] button.

The column will be automatically added to the Columns selected list.

If you want to move this field to a different position in the table, you need to do this in the table directly by moving the field to the required position.

3. To remove a column, click the [Remove] button.

You will need to check the See fields option to display a field name, rather than its description.

Modifying the format of column titles and/or data

You may change the format of column titles and data to brighten up the table and highlight important elements.

1. Once the data table is displayed on-screen, click the [Set up layout] button.

2. Choose the column that you want to change from the Columns selected list.

3. Select the type of formatting that you want to apply from the various options offered.

Attention!

It is only possible to modify the format of columns that have not been grouped. If the column has been grouped, you need to ungroup it first.

Modifying the font of a column title and/or data

1. The Font field in the Title tab indicates the settings that are applied to the title of a previously selected column.

2. Click on the button to modify the font, style (normal, bold, italic), size in points (8, 9, 10, etc.), effects (strikethrough, underline), and color.

3. To use a color other than those displayed in the font settings window, click on the [Color] button.

4. Click the Data tab to change data display in the previously selected column.

You will then be in a Font field. It operates exactly like the Title tab.

Modifying the alignment of a column title and/or data

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The Framing buttons included on both the Title and Data tabs allow you to change the alignment of the text within the column:

Aligns text to the left border of the column.

Centers text between the left and the right borders of the column.

Aligns text to the right border of the column.

Changing the description of a column title

By default, the full column description is displayed in the table. To change it, simply enter a different value in the Description field on the Title tab.

Changing data format

Depending on the data included in the column, you can change the way data is displayed by entering the required format in the Format field on the Data tab:

Defining calculation formulas

You can also create calculation formulas (up to 3 per cube) :

1. Click one of the Formula fields (1, 2 or 3) in the Available columns list.

This will automatically add the field to the Available fields list.

2. Enter the calculation formula in the Data tab (Formula field, expression field), adhering to the following syntax:

- Use the field code and not the field title.

- Use the following mathematical operators:

+ add

- subtract

/ divide

* multiply

Example:

You want to find out the Euro and Dollar value of the amounts displayed in the cube. The code corresponding to the Amount field is GP_AMOUNT and the Euro/Dollar

exchange rate for today is 0.98. The formula will be as follows: GPE_AMOUNT*0.98

Date format

dd/mm/yy

Displays dates in the format 11/07/2007

dd/mm/yyyy

Displays dates in the format 11/07/2007

dd mmmm yyyy

Displays dates in the format 11 July 2016

Amount format

To display a whole number (567)

0.0

To display one decimal place (567.1)

0.00

To display two decimal places (567.12)

#,##0.00

To display thousand separators and two decimal places (3,567.12)

#,##0

To display thousand separators and no decimal places (3,567)

#,##0 ;; ;

Semicolons are used to separate different display formats:

- Positive amounts

- Negative amounts (displayed as positive number if no value entered)

- Null amounts (zero displayed or not)

In these formats, “0” indicates that the character is mandatory; # indicates that the

character is optional.

Code and description formats

If no format is entered, only the identifier code is displayed.

To display the description associated with a code

To display the ID code as well as the description

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Changing the background of a title and/or column

To make the statistics table easier to read or to highlight certain results, you can change the appearance of columns (titles and/or columns) by changing the background:

1. In the data table, click the [Set up layout] button.

2. In the Columns selected list, select the column whose background you want to change.

3. Then select the column title or data to be modified by clicking on the corresponding tab.

4. In the Display section, click on one of the following three buttons, depending on the effect desired:

- Opaque background: Click on the selection triangle displayed to the right of the [Opaque background] button to choose the background color of the selected element.

- Insert images: The [Background with image] button opens the Selecting an image window where you can browse for the .bmp, .jpg or, .gif file to be inserted as the

background for the column.

- Transparent background: Simply click on the [Transparent background] button to undo all background formatting (opaque or image-based background).

Freezing columns

1. In the data table, click the [Set up layout] button.

2. Select the column that you want to freeze from the Columns selected list.

3. Click on one the buttons to freeze position of columns to the right or left in the data table.

The frozen column will be automatically moved to the start or end of the table, depending on your selection, regardless of its previous position. In the table, it is clear whether

or not a column is frozen:

- If a column on the left-hand side of the table is frozen, a line in darker bold will be displayed to the right of the column.

- If a column on the right-hand side of the table is frozen, a line in darker bold will be displayed to the left of the column.

Click the [Unfreeze column] if you no longer want it to be frozen.

Changing display format of grouped columns

Using the [Set up layout] button, you can change the display of calculations and columns grouped in the statistics table.

Attention!

When modifications are made on the Settings window, it is the presentation format that is applied to the statistics table that will be modified. To save these modifications, you

need to save this presentation format first before exiting the relevant window.

In order for grouped columns to still display in detail in the table, check the Display the grouped columns box.

You can change the way calculations are displayed in the calculation panel section. Check one of the available radio buttons to specify the way calculation lines are to be

displayed:

- Never: calculations never displayed in the table

- Always: calculations always displayed in the table

- Groups only: only the calculations for grouped columns are displayed

The After field enables you to change the default display for the various grouping levels done in the statistics table. Check one of the following buttons :

- Close all levels: all levels of all grouped columns will be closed Only the levels of the first grouped column will be displayed in this case.

- Open all levels: all levels of all grouped columns will be opened

- Tree structure only: All levels of all grouped columns will be displayed in the table, however none of the data contained in these columns is displayed.

- User settings: Select this option if only some of the levels in the statistics table have been opened or closed directly, and you want to retain this selection in the display

format that you are currently using.

If the levels are modified directly in the statistics table using the 'Close all levels' , 'Open all levels', 'Tree structure only', or 'User settings' options from the shortcut menu,

these changes will be reflected in the Miscellaneous tab via the [Set display settings] button.

Exporting statistics files

The [Export the list] button allows you to export the statistics table to a file in .txt, .xls, .asc, .wks, .html, .xml, or .sxc format for use at a later stage in other applications.

Attention!

It is not the data that is exported, but rather the statistical results as displayed on the screen.

Example:

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If data has been grouped and all levels are closed, and you then request a calculation for the last level, only the tree structure and the calculation will be exported.

Print Dashboard

To print the dashboard, click the [Print] button.

Attention!

In terms of opening or closing grouped column levels, printing will be done based on the settings defined by the button in the Miscellaneous tab, and not based on the

modifications made in the table directly.

Managing date ranges

Back Office: Administration - Users and access - User groups

For the purpose of restricting resource-intensive processes, it is possible to limit the date ranges for searches in the analyses carried out by user group.

1. Open the desired User group record.

2. Enter the maximum number of days in the Maximum analysis range field.

3. Enter the date to be retained in the Date field retained, when the dates are forced (start date or end date).

Only the dates on the General and Additions tabs can be managed in this way. For the advanced inventory dashboard, the dates on the Document tab can be managed in this

way, however inactive dates are not taken into account.

Modifying reports

Back Office: Settings - Management - Report Modification

This command is used to change report templates concerning dashboards for purchases, customers, internal movements, discounts, inventory and sales.

Cubes - Contents

The decision cube is a powerful tool that allows you to analyze data based on criteria of your choice, and display it in the form of a dynamic pivot table or graph. The purpose

of this topic is:

- to describe the general operational principles of decision cubes in the Yourcegid Retail Y2 application.

- to explain how to create, back up, and display analyses using decision cubes

List of main cubes and access rights

Purchases cube

Sales cube

Payments cube

Gift list cube

Inventory cube

MRP cube

Objectives cube

Customers cube

Using cubes

Defining data selection criteria

Choosing the cube display format

Modifying the cube display mode

Displaying cube results in table format

Managing date ranges

Modifying reports

List of Main Cubes and Access Rights

This topic lists the main cubes available in the application and describes the access rights relating to these cubes.

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Purchases cube

Back Office: Purchases - Analysis - Purchases cube

This cube enables you to obtain data concerning purchases. It is available in two versions : item and/or dimension.

Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Purchases (101) - Analysis -

Purchases cube.

Sales cube

Back Office: Sales - Analysis - Sales cube

This cube allows you to view and organize data relating to sales. It is available in two versions : item and/or dimension.

Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Analysis - Sales cube.

Payments cube

Back Office: Sales - Analysis - Payment cube

This cube allows you to view and organize data relating to payments.

Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Analysis - Payments

cube.

Gift list cube

In Back Office

Back Office: Sales (or Customers) - Gift lists - Analysis

The Criteria and User-defined fields tabs enable you to filter according to desired criteria (see Gift List Cube.)

Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Analysis - Gift Lists -

Cube.

In Front Office

Front Office: Customers - Gift lists - Analysis

This cube allows you to view and organize data relating to gift lists handled in your stores.

Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Customers (109) - Gift Lists -

Analysis - Cube.

Inventory cube

Back Office: Inventory - Query - Inventory cube

This cube allows you to view and organize data relating to item inventory. It is available in two versions: by item and/or by dimension.

Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Inventory (103) - Query - Inventory

cube.

MRP cube

Back Office: Inventory - Material Requirements Planning - Cube

This cube allows you to view and organize data relating to MRP processes.

Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Inventory (103) - Material

requirements planning - Cube.

Objectives cube

Back Office: Objectives - Objectives - Cube

This cube allows you to view and organize data relating to the Objectives module (see Objectives Cube.)

Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Objectives (216) - Objectives - Cube.

Customer cube

Back Office: Basic data - Customers - Reports

This cube allows you to view and organize data relating to customers (see Customer Analysis).

Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Basic data (110) - Customers -

Reports - Cube.

Using Cubes

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Most Yourcegid applications use the decision cube calculation method but the steps performed to obtain these results are similar regardless of the application or selected

command.

Defining data selection criteria

After selecting the necessary command, enter some or all of the fields displayed on the various tabs in order to select the data to be taken into account for the calculation of the

cube. These fields differ from one command/application to another.

Then click the [Apply criteria] button or press the F9 key to make the selection. A new Layout tab will be displayed.

You can display other selection tabs for items, stores or stockrooms in the Criteria tab, “Display/Hide criteria” boxes.

Please note!

If the cube is to be printed in landscape format, you will need to check this box before application of the selection.

Choosing the cube display format

Yourcegid Retail applications are generally shipped with several display options for each of the commands associated with decision cubes.

These display options, accessible via the Layout tab, can be used in their existing format. To modify an existing display option or create a new one, carry out the steps

indicated below. Once you have defined the display option, make sure to save it. As the cube is a summary report tool, it is advisable to limit the number of fields selected.

The creation or modification of a cube display option involves a number of different steps as follows:

Select fields for analysis

At least two fields must be selected to create a cube. The Available fields list, i.e. a description of the fields available for use, is displayed on the left-hand side of the Layout

tab. The [View fields] button enables you to display the name of a field, rather than the description.

1. Select the field desired in the Available fields list.

2. Click on the [Add line] button.

The field will be then added to the Lines / Columns list.

3. Use the [Remove line] button to remove a field from the list.

This will automatically add the field to the Available fields list.

Display analysis criteria by line or column

As you select analysis criteria, the application will automatically determine if the criteria will be displayed on lines or in columns in the decision cube. However, you may

change the display using the buttons to the left of the criteria descriptions:

- Indicates that the criteria will be displayed by column.

- Indicates that the criteria will be displayed by row.

To change the display, hover the cursor on the criteria to be changed, then right-click the mouse and select the Switch option. If the criteria are displayed by column, it will

now be displayed by line, and vice versa.

Select values

These are values corresponding to other fields on the database for which calculation methods can be defined (sum, average, counting, etc.) Then select both the field used as a

value and the calculation method which will be assigned to it.

1. In the Available fields list, click on the first field that you want to use as a value.

2. Click on the [Add value] button.

A sub-menu will be displayed with the available commands.

3. Select an option from among the following :

- Sum: values of the field will be added together.

- Counting: corresponds to the number of elements counted for a given criterion.

- Counting - Different: In this case, the value of an element is counted if it is different.

- Minimum: corresponds to the minimum available value.

- Maximum: corresponds to the maximum available value.

- Average: corresponds to the average of all values.

- User-defined : available for user-defined formulas. The fields used in the formula must be displayed.

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Example:

If the field used as a value does not contain numerical values, the Sum, Minimum, Maximum and Average commands cannot be used.

4. Complete the following steps for all fields to be used as analysis values.

Modify the cube display mode

Move fields to the list of Lines/Columns or Values

The order in which fields are processed can be modified by clicking on these buttons. It is also possible to modify the order after the cube has been calculated and

displayed on the screen.

Modify column width

In the lower left section of the Layout tab, the Define width field enables you to change column width (line/column fields and Value fields), by changing the default number.

These modifications are performed for the whole table, not just for one specific line or column.

Define calculation formulas

The procedure is identical to the one for dashboards. Click here for more information.

Modify alignment of a column title and/or data

First, select the field that you want to modify from either the Lines/Columns list or the Values list.

For an element from the Lines/Columns list, this formatting relates to the title of the rows or columns while, for an element from the Values list, it relates to the title of the

result field.

The formatting of the text in the column can also be modified by clicking on the following buttons:

- Aligns text to the left border of the column.

- Centers text between the left and the right borders of the column.

- Aligns text to the right border of the column.

Modify color of a column title and/or data

After selecting the field to be modified in either the Line / Column list or the Values list, click this button to select the desired color.

For an element from the Lines/Columns list, this formatting relates to the title of the rows or columns while, for an element from the Values list, it relates to the title of the

result field.

Modifying the format of titles and/or data

The Format field contains a list of options that allow you to define the display mode for Date or Amount type values, or for codes and descriptions. The procedure is identical

to the one for dashboards. Click here for more information.

Change the title of line / column

The description of the selected field is displayed by default in the Title field. This description can be modified.

Group Date field values

When a selected field contains a date, it is possible to modify how it is displayed by selecting one of the options displayed in the Group field:

- Calendar day: Data will be grouped according to the day of the week (Monday, Tuesday, Wednesday, etc.)

- Week: Data grouped by week number

- Month: Data grouped by month

- Quarter: Data grouped by quarter

- Half-year: Data grouped by half-year

- Year: Data grouped by year

- Range: Grouping done on the basis of a range of dates. Define and select dates using this button [...].

Save the display format and validate the cube

Once the cube display format has been selected, click on the [Validate] button to calculate and display the results.

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Attention!

If the cube display has been modified, remember to save it.

Display cube results in table format

The results of the previous steps are displayed on the Result tab in the form of a dynamic pivot table. You can change the table layout in several ways:

- Directly in the table, using the mouse.

- Or using the commands displayed in the shortcut menu (by right-clicking the mouse.)

Sort data in lines and columns

The various data calculated in the decision cube is sorted by default in increasing order (a-z, 1-9), but this can be modified.

1. Place the cursor over the header of the relevant line or column.

2. Right-click to open the shortcut menu.

3. Activate the Sorting Order command and check the desired option.

Move rows and/or columns

You can move column data into a line, or line data into a column. It is also possible to invert two columns or two lines :

1. Place the cursor over the heading of the line or column that you want to move.

2. Click and hold down the left button on the mouse.

3. Drag the mouse until the data is at the desired location:

- When two horizontal green arrows are displayed, the lines/columns have been inverted.

- If two vertical arrows are displayed, the moved line or column has been inserted at the location indicated by the arrows.

4. When the mouse button is released, the move is completely instantly.

Hide/Display columns

1. Click the small, yellow button showing a minus sign in the dimension header.

All columns located to the right of this column will disappear.

2. To display them again, click on the plus sign button.

The columns will once again be displayed in the table.

Show/Hide subtotals for a line or column

1. Place the cursor over the header of the relevant line or column.

2. Right-click to open the shortcut menu.

3. Check or uncheck the Subtotal Visible option, as desired.

Show/Hide all subtotals at once

1. Click the [Cube settings] button.

2. Select the See Subtotals or Hide Subtotals command, as desired.

Display description and/or code

When fields are composed of a code and a description, it is possible to display the code, the description, or both:

1. Place the cursor over the header of the relevant line or column.

2. Right-click to open the shortcut menu, and select the Display description command.

3. Select one of the following commands:

- Code: Displays the ID code for the element

- Description: Displays the description for the element

- Code and description: Displays both the ID code and the description for the element.

Modify date grouping

In the dynamic pivot table displayed in the Result tab, it is possible to modify the display mode for date type lines or columns (week, month, quarter, etc.) :

1. Place the cursor over the header of the relevant line or column and right-click to open the shortcut menu.

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2. Activate the Date grouping command.

3. Select the desired grouping type.

The new display mode is visible immediately.

However, to define date ranges for data display, you will have to configure these settings in the Group field displayed in the Layout tab.

Exclude one or more data items from a row and/or column

When a row or column contains a large quantity of data, some of which may not be significant, it is possible to hide one or more data items :

1. Place the cursor over the header of the relevant row or column and right-click to open the shortcut menu.

2. Activate the Target command.

A window will then open, displaying a full list of the various values contained in the row or column, each one preceded by a checkbox.

3. Check all boxes corresponding to the values you want to display.

Those values whose box is not checked will not be displayed:

4. Click the [Validate] button.

If (…) is displayed in a row or column header, this indicates that only part of this row or column’s data is being displayed.

If only one data item is displayed for a row or column in the table, its ID code will appear in the header.

To view all values for a row or column again, simply re-check all boxes via the Target command.

Attention!

If the values for a column are “targeted” and then hidden, totals are recalculated for all values, not only for the targeted values.

Display numerical data in absolute values or percentages

By default, numerical data is displayed in absolute values, but this display can be replaced at any time by selecting a display in percentages:

1. Place the cursor over one of the numerical data items.

2. Right-click to open the shortcut menu.

3. Select one of the proposed options, depending on the desired result:

- Value: Displays data in absolute values.

- Percent: In this case, percentages are calculated for all data. The total displayed in the last cell, in the bottom right of the table is 100.

- Line percent: Calculates percentages for data displayed on lines only. In this case, the total of 100 is displayed at the end of the line.

- Percent for columns: Calculates percentages for data displayed in columns only. The total of 100 is displayed at the end of the column.

A symbol is displayed to the left of the option title selected.

In the decision cube, the % symbol is automatically added to the table values.

To view totals at the end of lines and/or columns, the Visible subtotals option must be checked for lines and/or columns.

Display details for criterion results

The Deploy command, which can be accessed via the shortcut menu, allows you to obtain value details for one or more criteria of your choice, rather than for all criteria

displayed, while still displaying the total for the other criteria.

Example:

Suppose you have the two following criteria:

- an alphabetical criterion containing three values: A, B and C

- another numerical criterion containing two values: 1 and 2

Schematically, the criteria and their values would be displayed as follows:

Alphabetical

Criterion

Numerical Criterion

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If only the alphabetical criterion is deployed on value B, the display will be as follows:

There is no restriction placed on the number of values that can be attributed to a criterion or the number of criteria that can be deployed. However, you must deploy a criterion

if it is the last criterion in a line or column. Unlike the Target command, for which results are calculated based on elements displayed in the decision cube only, the Deploy

command allows you to view details of significant values only, while still displaying the totals for all criteria values.

Save the presentation

Changes made to the dynamic pivot table can be saved in the current display by clicking on the [Save presentation] button.

Truncate values

When a line or column contains a description that is too long, it is possible to truncate it using the [Cube settings] button, Truncate values option. To display the

description again in its entirety, perform the same steps.

Print cube

This button allows you to print the cube in its configured format, using various printing options.

Display cubes in graph format

You can display cubes in graph format at any time. After the cube has been calculated and displayed in the Result tab, click the Graph tab.

The graph is calculated according to the position of the lines and columns in the dynamic pivot table. Thus, the fields displayed in rows on the table correspond to the x-axis

of the graph, and those displayed in columns correspond to the y-axis.

If the location of the rows and columns is modified in the Result tab, the graph will be recalculated in the Graph tab.

Modify graph format

The format and the display of a graph can be modified using the following commands, accessible by double-clicking on the graph. The screen display is made up of two tabs:

Graph and Series

The Graph tab includes the following commands:

Series: Modify the position, format and display of the various data series contained in the graphic.

- General: Modify general settings.

- Axis: Modify the format and display of axes (x and y axes).

- Title: Modify the font, color and position of titles.

- Legend: Modify the position, format and display of the legend.

- Panel: Set the frame border of the graph. It is made up of an interior and exterior border.

- Pagination: Set the graph pagination

- Border: Modify the display of the graph borders (left, bottom and background borders).

- 3D: Set certain effects, such as zoom, rotation, elevation and perspective.

The Series tab allows you to customize the graph type set in the Graphic tab. If several graphs have been inserted into your screen, select the graphic you wish to invert.

- Format: Change the general layout (border, color, etc.)

- Point: Set the point number if the graph data is in this format.

- General: Set the axis and the graphic format.

- Labels: Configures labels

- Source: Select the graph source

Alphabetical

Criterion

Numerical Criterion

Total A

Total C

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Managing date ranges

Back Office: Administration - Users and access - User groups

For the purpose of restricting resource-intensive processes, it is possible to limit the date ranges for searches in the analyses carried out by user group.

1. Open the desired User group record.

2. Enter the maximum number of days in the Maximum analysis range field.

3. Enter the date to be retained in the Date field retained, when the dates are forced (start date or end date).

Modifying reports

Back Office: Settings - Management - Report modification

This command enables you to change print masks concerning cubes for purchases, sales, customers, payments and inventory.

Access rights for this feature are managed in Administration - Users and access - Access right management, and more specifically in menu Settings (105) - Management -

Report modification.

Customer Record - Contents

The customer record forms part of the essential basic data required for a Commercial Management folder. It is not possible to carry out any sale, retail, or trade transaction

without associating it to a customer. The customer record forms the basis for numerous processes and analyses – linking of sales to an identified third party or default

customer, sales statistics per customer, mailing management, commercial actions and price list policy management, implementation of loyalty programs, promotional

activities, business conditions, customer reservations management, quotations and special orders, etc.

The relevancy and effectiveness of these various actions depend closely on the quality and the consistency of information entered into the customer records.

The objective, of course, is to clearly identify customers who have made purchases, the period in which the purchases were made, and the amounts corresponding to these

purchases. With this information, management can engage in targeted actions in order to induce these customers to buy again, which will eventually increase sales figures.

Preliminary settings

Company settings

Defining field settings for customer records

Assigning customer codes

Managing access rights

Customer records in detail

General tab

Additions tab

Conditions tab

Payments tab

Information tab

User fields tab

Toolbar

Actions performed on customer records

Batch modification/Batch deletion

Deactivating/Reactivating customer records

Customer management

Managing customer addresses

Managing customer identifiers

Phonetic search for a customer’s name

Customer Record Settings

Company settings

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Back Office: Administration - Company - Company settings

Commercial management - Customers/Suppliers

Click here to select the settings that will be as default settings.

Open Commercial management/Formatting customer fields.

Click here to format the customer fields. The options available here allow you to standardize the format of customer records. For example, you can specify that the customer

names be automatically displayed in uppercase when entering a record or delete spaces in telephone numbers.

Defining field settings for customer records

Back Office: Settings - Customers - Field settings

This function allows you to determine the fields to be displayed in customer records. Click here for further information.

Assigning customer codes

Assigning a code to a new customer is carried out based on the settings in the store record, and then, by default, according to the company settings as noted below.

Company settings

Back Office: Administration - Company - Company settings

Remember, the default procedure for automatically allocating the customer code must be defined in the company settings. Please refer to the company settings, and more

specifically to the “Customer code assignment” section.

Store record

Back Office: Basic data - Stores - Stores

Open the desired Store record, Contact information tab. The "Automatic assignment of the customer code" option determines the automatic or manual code assignment by

store.

Click this button to open the wizard for counter creation by stores. Step 3 defines the settings for the customer code assignment

Manual assignment of a code to a record is also possible. However, for ease of use, it is advisable to opt for automatic assignment.

Managing access rights

Back Office: Administration - Users and access - Access rights management

Activate the following access rights for the user groups of your choice.

Menu (26)—Concepts - Commercial management/Customers

This menu allows you to authorize the creation and/or modification of customer records by relevant user group. It also allows you to assign a mandatory customer risk status,

access mailing management, and authorize the creation and/or modification of mailings.

Menu (105)—Settings - Customers

This menu allows you to authorize the user groups in question to access the various settings tables (country, language, postal code, user-defined table, etc.) that are used to

populate the records, as well as the Field settings, Classification, and User fields tables.

Menu (106)—Administration - Event log

This menu enables you to authorize personalized customer tracking, including purges.

Menu (109)—Customers

Access in Front Office to customer-related options can be configured in this menu, according to user group. This menu also allows you to manage the access to customer

orders, reservations, as well as to estimates and special orders, even to customer services, if these additional modules have been purchased.

Menu (110)—Basic Data - Customers

This menu allows you to authorize in Back Office, specific user groups to access the actual item records. It also allows you to authorize modification, deletion or closing these

records. It is also used for managing access to customer-related processes and printed reports. Finally, it gives you access to loyalty settings in the event this additional module

is purchased.

Customer Records in Detail

Back Office: Basic data - Customers - Customers

This command allows you to display the list of existing customers, as per the specified sort criteria. The various tabs of the record are detailed hereafter.

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General tab

You can select an Individual-type customer used for retail sales, or a Company-type customer used for Trade sales. The selection will display various information according to

the type indicated. The proposed default customer is defined in the company settings.

Confidentiality

The [Confidentiality] button, available in the Address, Internet and Telephones section defines how the customer authorizes the use of his or her contact information

(postal address or e-mail, and phone.) It displays a window to define whether the customer’s contact information is usable, and by whom (brand name or partner.) Available

options may be configured in company settings (see Customer Confidentiality Management). According to the information specified, one of the following buttons will be

displayed in the customer record:

- the customer has not made known his/her position.

- the customer agrees that information is usable by the brand name.

- the customer agrees that information is usable by the brand name or a partner.

- the customer refuses the use of this information.

Field

Description

Address

You can manage dual last names and dual first names, based on the company

settings defined (refer to Customers-Suppliers.) Three address fields are available.

The zip code and the city can be entered. The city corresponding to the specified

zip code is automatically suggested if it exists in the database. The country and

region can be configured in the Settings/General menu. Entering zip codes can be

made mandatory by checking the "Zip code required" option in country settings.

This button opens a window to confirm that the customer lives at the specified

address, thus confirming the validity of the address by the means of the address

verification.

Identification

Official documents such as passports, identity cards or drivers' licenses can be

entered beforehand in the Settings module/Customers/Official Documents, in order

to be associated to the customer record. In addition to displaying the customer's

nationality and language, this field also simultaneously displays two official

documents associated to a particular type of customer record.

The option in Settings/Customers/Field settings enables you to manage privacy for

this information.

The [Enter official documents] button gives access to entry/modification.

Official documents include valid information which can be automatically retrieved

in Yourcegid Retail Y2, via a document scanner (refer to the 3M Document

Reader.)

Internet/Telephones

The validity of email addresses and phone numbers can be managed via the

traffic-light buttons located to the left of these fields. The color of the light indicates

the validity type: red (not valid), amber (incorrect syntax), and green (valid).

Entering email address is done in 2 fields – the identifier and the domain. Domains

can be either entered directly, or selected from those created in the

Settings/General/Name of the Internet domain menu.

The address is automatically considered incorrect (amber traffic light) if the

identifier consists of less than 3 characters, or if the domain name does not contain

at least one dot followed by a character (e.g. .fr, .com).

Different messages may be displayed in case of a problem (e.g. “Identifier does not

have enough characters” or “The domain name is not correct”.)

When a red light appears next to an e-mail address, a message will appear when

entering a sale. The record will automatically open for correction, indicating that at

least one customer e-mail address is in error.

This button enables you to delete previously selected e-mail addresses.

The phone number check carried out when entering a customer record as well as the

ability to declare certain characters as permitted or invalid can be configured in the

Commercial management/Customer – Suppliers section of the company settings

(see Management of phone numbers field.)

- Send document automatically: Allows you to send documents entered for this

customer systematically via the automatic document exchange feature (see

Exchanges with Suppliers).

- Send receipt per e-mail: Allows you to directly email invoices to customers (see

Emailing Receipts.)

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Additions tab

Conditions tab

The Pricing, Taxes, Discounts, and Shipping conditions sections have a direct impact on the way in which documents are entered (currency, tax system, discount and business

discount percentages granted, etc.).

The Customer category field, which can be configured in Settings - Customers - Customer categories, facilitates entry of a Price list by category in Sales - Pricing - Customer

category price list, provided the “Sales Pricing & Promotions” module has been purchased and activated.

Information contained in the Export section is used for preparing the Trade of Goods Declaration.

Payments tab

Information tab

This tab allows you to completely customize the customer record based on your own specific needs. All of the information contained on this tab is user-defined and fully

customizable. The following fields are available:

- 10 user-defined table fields

Date of birth

This field is made up of 3 separate fields. This allows you to enter the day and the

month only, for example.

Store

- The creation store is automatically specified with the store corresponding to the

user that created the customer (Back Office), or the store corresponding to the

- The Affiliation store field allows you to allocate the customer record to the

regularly visited store.

Follow-up

If you no longer want the customer to be used in processes and entries, the Closed

option must be checked. In that case, the customer will not be deleted from the

customer file.

The "Fictitious customer" option is required to create third party files to be used

when inputting inventory documents, transfers and special movements. In fact, you

must assign a third-party that has no real existence to these movements. This is

done in Company settings/Commercial management/Default settings where you

have to select the desired third-party in the following fields: Third-party for transfer

requests, Third-party for transfers, Third-party for inventory discrepancies, Third-

party for special movements.

Sales to occasional customers must also be linked to a fictitious customer in the

settings defined for the register in Front Office.

The [Customer outstanding] button that appears as a traffic-light symbol on the

lower right-hand side of the customer record allows you to access the information

relating to customer risk, used mostly for Company-type customers. The

information necessary for calculating risk can be entered in the Payments tab.

Field

Description

Associated third-party

This section will show, if necessary, the various customer codes for delivery, billing

and payment. It is especially useful for Company type customers (see Managing

Customers Addresses.)

Store staff

This section allows you to specify the sales representatives (trade sales) with

responsibility for this customer, as well as the respective commission percentages.

Main contact

This field refers to the main contact set in contact management, clicking the

[User] button.

Mailing

This section is used to indicate whether the customer will be the recipient of a

future commercial action.

Ask customer

This section allows you to enter a question or piece of information to be

communicated to customers when they come to the register.

Position

This section is provided for information purposes only, and contains the dates on

which the customer record was created, modified, closed, or reopened.

Field

Description

Accounting

The Accounting section is essential for configuring the accounting interface.

Customer identification

If the customer is a Company type, this section will be enriched with additional

information, such as EAN code, legal form, etc.

Financing plans

This section contains the usual payment terms for the customer. Payment conditions

are configured directly in Settings - Management - Financing plans. This

information is especially useful in the context of wholesale sales.

Reminder

This section is not used in Yourcegid Retail Y2.

Credit

Specifies the method for calculating the customer risk. Risk calculations cannot be

done without this information.

Statement

This section is not used in Yourcegid Retail Y2.

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- 3 user-defined amount fields

- 3 user-defined date fields

- 3 text fields

- 3 checkbox options

In order to use the tables, the first step is to specify the field name in the Settings module, menu Customers, command User-defined titles – options

Tables/Amounts/Dates/Texts or Checkboxes. Next, specify the content for the table in Settings - Customers - User-defined tables.

The lower section of this tab is a notepad. Right-clicking the mouse allows you to access basic word processing functions.

Note that in standalone mode, you can populate the user-defined fields in this tab for a customer being created.

User fields tab

This tab is only visible if user fields have been activated in the company settings. This tab allows you to enter the different user fields created for use with customers.

Although a large number of user-defined fields are displayed in the Information tab of the item record by default, you may be required to manage an unlimited number of user

fields. These fields are used in conjunction with user-defined information. All user fields in the customer record will be used systematically.

The management of user fields is dependent on a company setting accessible via Administration - Company - Company settings command, and then Commercial

management/Default settings.

For further information about this feature, please refer to the User fields section.

Toolbar in the Customer Record

Back Office: Basic data - Customers - Customers

The toolbar proposes the following actions:

Customer services

This button accesses customer orders, available orders, customer reservations and estimates generated.

Zoom menu

This button accesses current orders, purchase history, loyalty cards, item lists, price lists, item summary.

Complementary data

This button accesses management of addresses, exceptions, listings, complementary identifiers, loans, vision 360 of information collection and calls.

For further information about some of these topics, refer to the following sections:

- Address verification

- Multiple referencing

- Customer 360

- Call-back lists,

- Business operations and data collection

Contacts

The Contact button allows you to enter customer contact information – family members for an Individual-type customer, or contact persons for a Company-type

customer.

Bank account information document

The [BAID] button allows you to enter the customer’s bank details, especially in the case of Company-type customers.

Memos and photos

The [Memos] button allows you to link photos or memos to the customer record.

The [Send a message] button allows you to switch to the default mailing system.

Actions Performed on Customer Records

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Batch modification

Back Office: Basic data - Customers - Batch modification/Customer records

It allows you to modify or populate a field for a selection of customers. The modification can be validated automatically for all of the selected records, or on a record-by-

record basis for better control.

Sometimes it may be necessary to format the customer’s address information, especially if the format has changed for the whole customer file, or if an old file needs to be

made compliant or even if information is imported. In this case, just use the Address formatting command available in the Database module, Customers menu, and Batch

modification command.

Batch deletion

Back Office: Basic data - Customers - Batch deletion

This command allows you to delete permanently a customer record or a selection of customer records. To do this, the records in question must be closed first. Note that only

customer records that are not associated with a document will be deleted. A certain number of checks are performed (customer balance at zero, etc.) before deletion is

authorized.

It is possible to view a list of these deleted customer records, as well as those records that were rejected during the deletion process along with the reason for rejection.

Deactivating customer records

Back Office: Basic-data - Customers - Deactivate customer

This option enables you to exclude processing and/or entries for a customer or a selection of customers, without permanently deleting the file. You can always view

information concerning deactivated records.

Reactivating customer records

Back Office: Basic data - Customers - Reactivate customer

It allows you to reopen a single closed customer record or a selection of closed customer records that can be used again in processes and entries.

Customer Management

Managing customer addresses

Billing address

When a document is entered (for example when entering a trade sale transaction), the customer’s address is accessible by using the [Additional actions/Additional header

information] button. However, to take into account the billing address when entering this document, this address must have been entered first into the customer’s record using

the [Complementary data/Addresses] button; then the no. of this address must have been linked to the "Customer billed” field in the Addition tab, in the corresponding

“Address no.” field.

Proceed as follows:

1. Click the [Complementary data/Addresses] button in the customer record.

2. Then, click the [New] button to enter the billing address.

3. Tick the Billing address checkbox

The address entered is resumed in the upper part of the screen with an allocation number (in general “1” for a first entry.)

4. Validate and go to the Addition tab of the customer record,

5. Select the customer for the “Customer billed” field; then specify in the Address no. field the address no. as allocated previously.

This address will be used in the document. To check this, when entering a document, just click the [Additional actions/Complementary header information] button.

Delivery address

The procedure is the same as for the billing address. This then refers to the delivered customer.

Payment address

The procedure is the same as for the billing address. This then refers to the customer who pays.

Managing customer identifiers

For a better management of their customer files, retailers need to ensure the uniqueness of their customer IDs. Therefore, Yourcegid Retail Y2 proposes to use the “EAN

code” (T_EAN) available at several locations in the application:

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- Customer record: Payments tab (BO) and General tab (FO). Note that in standalone mode, the “EAN code” field remains available in the customer record.

- Customer search: both in the Back Office and in the Front Office, the “EAN code” field is available in the main multicriteria screens relating to customers.

- Customer search priorities: “EAN code” field is also available in the customer search priorities, via Settings - Customers - Search priorities.

Preliminary settings

Back Office: Administration - Company - Company settings

To ensure the uniqueness of the “EAN code” field, tick the “Check for uniqueness of EAN code” company setting available in the Customers-Suppliers tab. This setting

checks that the EAN code assigned in the customer record to every customer is unique. Enabling this setting triggers a check of possible duplicates in the database. In case of

duplicates, you cannot enable this setting. Note that this setting is not compliant with customer restrictions.

Operating at the cash register

The cashier enters an EAN code (company or individual), and the system checks in the database that this code is not used by another customer or prospect. If there are

duplicates, the entry is not possible. A screen then displays the presence of an existing customer as well as his affiliated store.

Operating in standalone mode

The “EAN code” information is available in the data settings downloaded for standalone mode.

Warning! No check for uniqueness is performed in standalone mode on the “EAN code” field. When querying a customer record in standalone mode, this information cannot

be viewed.

When the connection is up again, the system performs this check to confirm that the EAN code has no duplicate in an existing record. Uniqueness is set on the customer type:

customer or prospect (not on the supplier.)

Importing customers

If the company setting is enabled, when importing an EAN code for a customer (new or updated,) the application performs a check to confirm that this information is not a

duplicate from an existing record.

Phonetic search for a customer’s name

Back-Office: Basic data - Customers - Customers

The “Phonetics for name” field, available in the customer multiple criteria, allows you to perform phonetically a search on a customer's name regardless of the database case,

names with uppercase or accented characters. This feature lets you convert the customer’s name (the first one) into “Phonetics”. A new field will collect this data:

T_PHONETIQUE. The phonetic transformation function will perform the following:

- Transform the name in uppercase

- Map the syllables

In this way, the phonetic search of a customer partially eliminates the constraint of spelling his name.

Example:

Let us imagine a customer base hosting two customers whose names are Arhan and Harang. When typing ARAN in the “Phonetics on name” field, available in the multiple

search criteria, the application will find these two customers, even if the spelling is not the same.

Customer Mailings - Contents

The mailing feature allows you to manage the various mailing actions from the customers file or contacts file. This is achieved by creating a mailing record.

A mailing record relates to a selection of customers or contacts, and prompts the creation of an export file (for internal use or to be sent to a “router” in charge of mailings). If

using a mailing template created by Microsoft Word, it also allows the creation of a form letter addressed to each customer, which can potentially be sent by e-mail.

This mailing record can be a simple collection of data relating to a given commercial action (shipment date, validity dates, etc.), but can also assess the return from the

operation by linking the sales entered in Front Office to the commercial actions behind the customer visit.

Examples

There is already a customer with this code (T_EAN), but it is not

visible for the store (because of user restrictions.)

A new customer is created without any EAN code: T_EAN is

empty.

Message in the screen WITHOUT the duplicate customer

(because of restriction)

There is a customer with this code (T_EAN), and it is visible for the

store; but it does not correspond to the customer created in

standalone mode (different last name.)

A new customer is created without any EAN code: T_EAN is

empty.

Message in the screen with the duplicate customer.

There is a customer with this code (T_EAN), and it is visible for the

store; but it does not correspond to the customer created in

standalone mode (different last name.)

MERGE customers

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Preliminary settings

Company settings

Access rights

Mailing record

Overview of the mailing record

Creating a mailing

Management and use of mailings

Managing various mailings (customer, contact, dashboard)

Using mailings in Front Office

Customer Mailings - Preliminary Settings

Company settings

Back Office: Administration - Company - Company settings

Go to Commercial management/CRM. To display the Customer mailing menu, you have to disable the “Management of business operations and data collections” option.

Access rights

Back Office: Administration - Users and access - Access right management

The following menus and access rights must be managed for the different user groups:

Menu 26 – Concepts

Commercial management / Customer mailings

- Mailing management

- Creation

- Modification - Deletion

Menu 110 – Basic data

- Customers / Customer mailings

- Mailing list

- Mailings per customer

- Mailing per contact

Mailing Record

The management of mailings is not available in Front Office, except for the purpose of linking a sale to a particular mailing when entering a sales transaction.

Overview of the mailing record

Back Office: Basic data - Customers - Customer mailing - Option Mailing list

This option allows you to display the list of existing mailing records according to the sort criteria selected in the header of the window.

Toolbar

The [Export the list] button creates a file containing the mailings of the displayed list, which can be retrieved using an office tool such as Excel or Word.

The [Open] button gives access to the current mailing record. A double-click on the line also opens the record.

It is possible to create a new mailing record by clicking the [New] button.

Characteristics tab

This tab displays the key data relating to the mailing operation, such as the code, description, the validity dates and the expected sending date. It also allows you to specify the

document type for which the mailing will be used (generally Front-Office receipts) in order to determine its effectiveness.

The “Storage of the sending list” checkbox allows the list of addressees to be stored in the database. To be able to determine the impact of the commercial operation, this

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option must be checked. If this option is disabled, it will not be possible to link a sale to a mailing when entering a sales transaction in Front-Office; and therefore, it will not

be possible to calculate any return value in the Scope section of this tab.

The [Calculate returns and success rates] button updates the impact assessment: number of sent mailings, number of returns, and success rate.

The [List of customers] button enables you to view the list of customers (or contacts) receiving this mailing. This button is available only if the “Storage of the sending

list” option is enabled.

Shipment tab

This tab allows you to define the routing settings for the addressees of the mailings. It need not to be specified when creating the mailing record. These shipment

characteristics may be given when the mailing concerned is launched.

However, the information specified on the Shipment tab of the record will be automatically retrieved by default when the mailing is launched.

- The Export section allows you to specify the creation characteristics of a customized export file based on the list of customers who will be the addressees of the mailing. -

For more information about this function, please refer to Data export.

- The Mailing and e-mailing section allows you to specify the Word mailing template to be used, as well as the final document obtained. For more information on this

function, please refer to the following chapter Creating a mailing.

- The [Create/Change templates] button gives access to Word’s mail merge functions (refer to Creating a mailing).

- The Export for routing section allows you to specify the storage directory of a simple export file containing the list of customers or contacts who will be the recipients of the

mailing. The information relating to every customer is based on the data displayed in the presentation of multi-criteria table.

Creating a mailing

Back Office: Basic data - Customers - Customer mailing - Option Mailing list

Create/change templates

The [Create/Change templates] button gives access to the creation and change functions for a Word mail merge template.

- [Create a new template] gives you access to the Mailings feature in Word.

- [Template management] gives access to the list of already created templates.

New template

The [New external document] button enables you to create a new template by selecting a Word document stored on the workstation to store it the database.

Once the new template selected, the [Process document/Take document for modification] button allows you to recover an existing document in the database onto the

local workstation in order to modify it.

Once the changes made to the document, the latter must be reintegrated with the database via the [Process document/Integrate modified document] button.

This integration makes the template unavailable for any use. It is therefore necessary to make it available again by changing the template status from “Non available” to

“Available”.

Indeed, the template cannot be used to create mailings unless its status is “Available”.

- If the status is “Non available”, the template will not be visible in the database.

- If the status is set to “Creation in progress”, the template will be visible, but not usable to create mailings.

Management and Use of Mailings

Managing various mailings

Mailings per customer

Back Office: Basic data - Customers - Customer mailing - Option Mailings per customer

This function allows you to select the customer records for which a mailing operation should be performed.

You can view a customer record by clicking on the [Display the third-party] button.

The [Select all] button is used to select all the lines displayed in the multiple criteria screen. The space bar of the keyboard allows a disrupted selection record-by-record.

The [Customer extraction] button will start processing the selected customers. The characteristics entered in the business operation record will be proposed by default.

However, at this stage, you can still modify them.

- The [Create/Change templates] button provides access to the functions for creating and managing templates, as explained above.

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- The [Export] button starts the creation of the export file or form letters for the mail merge, or even e-mails. You have then to specify the associated mailing as well as

the access path to the file to generate.

- The Template selection field allows you to view the list of templates available in the database and select one of them.

- The [Print] button prints the selection of displayed templates.

- The [Show document] button allows you to verify the generated form letters, in the case of a simple mailing.

Once the export has been completed, the following message “Customer export done” displays.

In the case of mailings, once Word is open, you must use the [Merge to E-mail] button on Word’s Mail Merge toolbar.

Mailings per contact

Back Office: Basic data - Customers - Customer mailing - Option Mailings per contact

Based on the specified sort criteria, this function allows you to select the contact records for which a mailing operation has to be performed. The process is the same as that

described for Mailings per customer.

Mailings from the customer dashboard

Back Office: Basic data - Customers - Dashboard

For more information on how the advanced customer dashboard is used, refer to Customer analyses.

The [Generating a list of business operations] button displays the same window that is used for the configuration of mailings per customer or contact, but this time it is

displayed for the export of the customer list displayed by the dashboard according to the criteria selected in the multi-criteria selection list.

Using mailings in Front Office

The management of mailings is not available in Front Office, except for the purpose of linking a sale to a particular mailing when entering a sales transaction.

If the “Storage of the sending list” option has been checked when the mailing record was created, and if the type of document for which the mailing is used is FFO, it is

possible to link a customer’s sale to the mailing operation performed.

Once you have finished entering the sales transaction, and payment has been validated, a dialog box opens automatically and displays a list of mailing operations in progress.

This link between the sale and the mailing allows the generation of specific statistics on the success of the mailing, as explained in chapter Characteristics tab.

Business Operations and Data Collection - Contents

Business operation management enables you to save various types of events from a customer file.

The following sections include detailed descriptions of how these business operations work.

The management of business operations applies to receipts only (FFO type).

The Follow-up of business operations and collected information” module is optional and must be serialized beforehand.

Introduction

Objectives and Presentation

Preliminary settings

Company settings

Restricting access rights by category

User-defined tables and amounts

Access rights

Creating a business operation

General tab

Characteristics tab

Shipment tab

Results tab

Applying business operations

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Targeting customers

Option recap table based on targeting

Customer mailing based on business operations

Using business operations in Front Office

Recording operations when entering a sales transaction

Controlling invitations

Collecting data

Creating a data collection operation

Use in Front Office

Actions on events

Exporting and importing events

Purging events

Business Operations and Data Collection - Objectives and Presentation

Business operation management enables you to save various types of events from a customer file, by taking into account the following functions.

Managing personal (or "nominative") events

For example, a customer who has been invited to an event on a given date (store grand opening) or a given period (a 3-day private sale). Personalized invitations are sent to

certain customers. When customers arrive, the event is recorded which allows attendance to be evaluated. Invitations are to be checked more or less strictly, according to

option.

This information is entered into a window dedicated to commercial operations: A successive scan is done of all invitations with verification. It can also be integrated into the

sales process, thus automatically identifying the customer.

Management of condition-based events

A business operation may be much more general, such as private sales without personal invitations or follow-up of an ad campaign. Triggering an event is subject to more or

less complex characteristics:

- Business operation linked to an event, based on the customer category

Example: An event open to VIP customers only.

- Sales line linked to an event based on items purchased.

Example: An event open to perfume only. Enables you to compare the same advertising in several magazines.

This type of event can also viewed on the event sales screen at any time, independently of the receipt or customer. For example:

- When recording lost or potential sales

- When recording customer presence in the store when no purchases are made

Discount entitlement

An event may involve sales conditions that provide certain benefits for the customer involved.

Follow-up of operation

You can measure the success of an operation through viewing the history. Each record carries its origin: store, customer, date, etc.

Customer 360

This customer record option allows you to search for all actions that have been carried out by the customer:

- Sales history

- Order history

- Follow-up of call-back lists

- Follow-up of events sent to a customer or events in which the customer took part

Customer 360 is explained here.

Settings for Business Operations and Data Collections

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Company settings

Back Office: Administration - Company - Company settings

Click Commercial management/CRM and enter the options described here.

Restricting access rights by category

Back Office: Administration - Users and access - User restrictions/Restriction categories

This function enables you to create specific user restrictions for business operations. The “Business operations” option must be checked in the Scope of use field.

Restrictions are optional. These optional restrictions can then be linked to the relevant users via the corresponding user record in Back-Office: Administration - Users and

access - Users.

These restriction categories can be used for both business operations and data collection.

User-defined tables and amounts

Back Office: Settings - Customers - Business operations

User-defined table and amount settings enable you to classify operations in different categories.

Examples: Private sales, private invitations, lost sales, magazine advertising, etc.

This information can be accessed at multi-criteria search level for targeting purposes.

You can enter a business operation or data collection as follows on the sales transaction entry screen:

- via the [Other actions/Data collection] button in the toolbar

- via the buttons configured on the touchpad

Access rights

Back Office: Administration - Users and access - Access right management

The following menus and access rights must be managed for the different user groups.

Menu 26 – Concepts

Commercial management/Management of business operations and data collections:

- Deletion of a business operation or data collection

- Search customer while controlling invitations

Menu 105 – Settings

Customers/Business operations:

- User-defined table 1

- User-defined table 2

- User-defined table 3

- Title of user-defined table

- Title of user-defined amount

Menu 109 – Customers

Customer management:

- Control of invitations

- Follow-up of business operations

- Customer 360

Menu 110 – Basic data

Customers/Business operations:

- Management of business operations

- Follow-up of business operations

- Deletion of business operations

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Customers/Collecting data:

- Management of data collections

- Follow-up of data collections

Creating a Business Operation

Back Office: Basic data - Customers - Business operations/ Management of business operations

The header of the business operation enables you to show important information, such as operation code/description, restriction category, etc. The business operation code can

be defined by the user. A check is done to verify that the code is not already in use. In internal code is nevertheless present (GUID), guaranteeing the consistency of the

business operation in the system.

To create a business operation, click the [New] button and populate the following fields.

General tab

Characteristics tab

Identification

Fields

Description

Store trigger

This allows you to restrict the use of data collection to a list of stores based on a

trigger. The trigger must have a “Business operations” scope.

Validity

Validity limits the use of the information collected to the period indicated. The

document date (and also the date of register opening) is taken into account here and

not the system date on the user's workstation.

Frequency

The frequency completes the period of validity, enabling data collection on

specified days or hours. The frequency used must have a Business operations scope.

User-defined tables and amounts

The settings for user-defined tables and amounts are explained in the section above.

Identification method

The method of identification enables you to designate the customers affected by the

business operation. In Front Office, if none of the following apply to the customer,

the business operation will not be saved:

- For business operations based on a generated list, the customer dashboard is used

first to select the relevant customers for the business operation. This is done on the

basis of selection criteria. This function is located in the Basic Data module, menu

Customers - Quality/Dashboard.

When the list of customers has been generated the [Generating a list of

business operations] button enables you to assign it to the desired business

operation.

Each customer is assigned a personal code, which can be viewed by clicking

the [List of customers] button in the business operation record. The Business

operations tab in the Dashboard filters customers by event (cf. Customer Analysis).

- Non-personalized list: this setting may be used when flyers are distributed in

public, for example. The operation barcode will be printed on each flyer (the same

for all flyers).

The barcode is generated when creating a business operation via the [Enter

barcode] button. When the customer visits the store, the barcode will be scanned in

order to save the business operation.

- Trigger: Identification of a third-party via a customer trigger selected from the

business operation record. It is however possible to avoid selecting the customer

trigger with this option. The business operation will therefore be applied to all

customers. However, a message will alert the user if no customer trigger has been

selected when creating the business operation.

- Trigger with list generated: After selecting a customer trigger in the business

operation record, the [Generating a list] button will enable you to generate a list of

customers corresponding to this trigger. A customer trigger must be selected for this

option.

Note that for business operations based on generated lists and on triggers with

generated lists, the [List of customers] button in the business operation record

allows you to open the generated list of customers.

Field

Description

Barcode required

This option enables you to associated an operation to data. The barcode is

customer-specific and is generated by the system when the list of customers is

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Follow-up type

Please note!

All of these options are interrelated, and also depend on the options configured in the General tab.

Click here to view the table summarizing the various options by target type.

Shipment tab

Results tab

The following information is calculated when the user selects this tab:

- Number of e-mails sent

- Number of generated lines

generated.

Scan is mandatory

This option requires scanning of invitation cards or barcodes via an optical scan.

Manually entering codes is not recognized as valid.

Customer required

If this option is checked, the business operation will depend on the customer. It may

be done only if the customer has been entered.

Examples: Recording when a customer comes to a store opening through a personal

invitation, private sale with invitation check.

Unique use

This option allows a one-time participation in a business operation. For example, an

invitation to a private sale, valid once.

Field

Description

Control of invitations

This allows you to perform checks on invitations sent to a list of customers and to

verify attendance.

Link operation to the sale

If the business operation is entered during a sale, this option allows you to link both

of them. This association is not automatic. The event can be recorded for a

customer other than the one for the sale.

Keywords for sales conditions

This enables you to enter a keyword dedicated to sales conditions. Each keyword

consists of alphanumeric characters (A -> Z and 0 -> 9), without spaces or special

characters. If more than one keyword is linked to the same sales condition, they will

be separated by semicolons.

If a keyword is entered during the checkout process, a search will be made for the

keyword within the business operations assignable to the receipt. There are two

possible scenarios:

1. No business operations contain this keyword – No action, apart from applicable

sales conditions being applied.

2. One or more business operations contain this keyword:

- If no operations have been associated to the receipt, the list of relevant operations

will be displayed. When selecting, assignment checks will be done.

- If an operation was assigned to a receipt (manually or using a customer code), it

will be retained. The entered keyword is simply added to the list of keywords

evaluated by the sales conditions, without being associated with a business

operation.

Allocation to receipt

When the receipt is printed, a window will open with a list of active operations for

the salesperson.

Allocation to line (automatic)

This option is specific to item sales and therefore tested on each sales receipt line.

The operation will be saved only if one of the items on the receipt meets the trigger

conditions. This option also enables you to avoid displaying a window with a

selection of operations, to be automatically selected according to rank. Other

operations will be ignored.

Field

Description

Export

Allows you to specify the creation characteristics of a customized export file based

on the list of customers who will be the recipients of the mailing (see Data Export).

Mailing and e-mailing

This section allows you to specify the Word mailing template to be used, as well as

the final document obtained (see Customer Mailings).

Export for routing

Allows you to specify the storage directory of a simple export file containing the

list of customers or contacts who will be the recipients of the mailing. The

information relating to every customer is based on the data displayed in the

presentation of multi-criteria table.

Expected shipping date

Allows you to save the date on which the operation was generated, such as :

- the date on which the operation was sent to the customer

- the date the advertisement ran

- the date the campaign was displayed

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- Number of returns: corresponds to the total number of returns, taking into account the following:

- Customer presence with or without sales

- Number of customer visits in cases where the operation is saved multiple times

- Return rate: Number of returns/Number of shipments

This corresponds to the number of operations associated to a receipt sale (FFO).

Sales rate: Number of sales/Number of shipments

Actual S F: This field enables you to obtain the sales figures generated by the operation :

- If the operation is linked to a receipt, it corresponds to the totals of the GP_TOTALHT and GP_TOTALTTC fields for the relevant receipts.

- If the operation is linked to lines on the receipt, it corresponds to the totals of the GP_TOTALHT and GP_TOTALTTC fields for the relevant lines.

Note that this information is not saved. It is recalculated when the Results tab is displayed, depending on the origin of the request:

- In Front Office: The scope of the results includes the store and the customers that are linked to it (customer’s affiliated store).

- In Back Office: The scope of the results includes all stores involved in the business operation, and all customers, thereby providing a global view of all results for this

operation.

Applying Business Operations

Targeting customers

Manual targeting of customers – Generated personal list

The customer dashboard is used to target customers affected by the operation. Every customer will receive a personal code to be entered. (Examples: Invitation to private

sales, invitation to a private viewing.) The barcode for the operation must be entered or scanned in Front Office. This code can be used more than once and the customer is

required. A follow-up of the operation will be carried out as follows:

- checking invitations

- linking an operation to a receipt

- checking the invitations and linking the operation to the receipt all at once

In Front Office: in the Customers module, menu Customer management, command Control of invitations, a data entry window allows you to enter the personal code that was

given to the customer.

Non-personal targeting of customers – Non-personal list

The barcode for the operation must be entered or scanned in Front Office. This code can be used more than once and the customer is optional. A follow-up of the operation

will be carried out as follows:

- checking invitations

- linking an operation to a receipt

- checking the invitations and linking the operation to the receipt all at once

If this setup does not require any data, no entry window will open when entering the receipt after you have selected this operation. However, if this setup requires you to enter

a barcode or customer, the previous window will open.

Targeting customers based on triggers with or without generated list

The barcode for this type of operation is not to be entered or scanned in Front Office. This operation can be used more than once and the customer is optional. A follow-up of

the operation will be carried out as follows:

- checking invitations

- linking the operation to a receipt or a line

- checking the invitations and linking the operation to a receipt or a line all at once

The table below summarizes the different options according to the target type

The following table recaps the various ways of operating:

Identification

Barcode

required

Scan is

mandatory

Customer

required

Unique use

Invitation check

Allocation to

receipt

Allocation to

line

Generated list

N/A

Non-personal list

N/A

Trigger

N/A

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Key: O = Required, F = Optional, N/A = Not applicable

Customer mailing based on business operations

Back Office: Basic data - Customers - Business operations/ Management of business operations

Creating customer mailings follows the same pattern as creating business operations (see Creating a Business Operation.)

The Mailing and e-mailing section in the Shipment tab in the Management of business operations allows you to specify the mailing templates for customer mailings. The

procedure for creating and managing templates is described in section Customer Mailings.

Using Business Operations in Front Office

Saving business operations when entering sales transactions

Front Office: Sales receipts - Sales - Enter transaction

A business operation can be saved in Front-Office if it can be linked to the sale while inputting a receipt.

Recording operations with checks

Business operations configured and linked to sale and an allocation to receipt can be selected:

- manually when entering a sales transaction, via the [Other actions] button in the entry window toolbar, or special buttons on the touchpad.

- among all the business operations proposed when validating the receipt, if no operation of this type has already been assigned to this receipt.

The list of all operations applicable to customers and receipts is displayed by default, with the “Search” field enables you to:

- Scan/enter the invitation code sent to the customer

- Scan/enter a keyword

If a search is successful, the list of operations will be modified to display only those matching the scanned or entered code. If a scan returns a single event only, it will be

automatically selected. If the code has not been scanned, business operations that require a mandatory scan will not be displayed, even if the code has been entered correctly.

Depending on the selected operation and its settings, a window will open to allow you enter the following required information.

Automatic recording

Business operations configured and linked to sale and an allocation to line will be saved without prompting the salesperson for any information when inputting a receipt. In

cases where several operations can be allocated to the same receipt line, the highest ranking operation will be selected automatically.

If two operations, one ranked in position 1 and the other in position 3, are allocated to one receipt, the operation ranked first will be selected automatically.

Saving business operations when checking invitations

Customers - Customer management - Control of invitations in Front-Office

From the toolbar or touchpad during the sales receipt process, regardless of whether a transaction has been entered.

Business operations can be saved in Front Office, if control of invitations has been set for the operation during an invitation check. For example, a customer is invited to an

event on a given date (store grand opening) or a given period (a 3-day private sale). When customer arrives his invitation can be checked more or less strictly, according to

options defined:

- customer must have an invitation

- invitation addressed personally to each customer

- invitation must be scanned

- invitation can be used only once

The Customers - Customer management - Control of invitations feature in Front Office allows you to start the invitation check process. A multi-criteria selection screen

displays a list of the business operations for which an invitation check has been configured. You can then select the relevant operation.

Business operations – Generated personal lists

The barcode field allows you to enter or scan the identifier (barcode) on the invitation sent to the customer. If the code is valid, a confirmation message will be displayed, and

the customer is automatically identified. If the code is invalid, an alert message will show this. A message may also appear indicating that the salesperson must be specified.

After the invitation has been checked, information about the customer and a visual message will be displayed for a period of time defined via the [Clock] button.

This button allows you to search for customers using a multi-criteria selection screen that displays the list of invited customers.

Note that the button is subject to the Management of business operations and data collection/Search customer during while controlling invitations right in Menu 26 --

Concepts.

Trigger with generated list

N/A

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Business operations – Non-personal lists

The window used for checking invitations is similar to the previous window. In case of non-personal lists (flyers distributed in the street, for example), the barcode for the

operation is the same for all customers.

- If the Customer identification checkbox is selected in the business operation settings, you will need to complete the Search for customer field in addition to the barcode, so

that it can be identified (using search priorities).

- If the Customer identification checkbox is not selected, there will be no references requested when checking the invitation.

Business operations – Triggers

You cannot scan a barcode for this type of business operation. The Customer search field allows you to search for a customer using specified search priorities.

This button allows you to carry out a search on the multi-criteria selection screen for the customer, depending on the trigger configured for the business operation.

When entering a sales transaction, a button configured on the touchpad or the [Other actions/Business operations/Control of invitations] button on the toolbar, allows you to

directly display the selection window for those operations that require checks. The window for entering the required information is then displayed, depending on the settings

for the business operation.

Actions on Events

Exporting and importing events

The event history list can be exported to feed an external CRM. Events issued from an external source may be imported into the system. The following imports are possible:

Importing an event

After a unity check of the event type, the event will be created and given an internal number within the system.

Importing invitations of an event

The list of invited customers for an event can be integrated, which then can be used in Yourcegid Y2. Once integrated, these records will no longer be able to be changed by

importing other data, so that its use will not be changed (customer arrival).

Importing attendance to an event

If entered in a system other than Yourcegid Y2, events can be integrated through data imports. They can then be viewed in the customer action dashboard. Checks are done to

verify the consistency of the data imported.

Purging events

Two options enable you to purge events.

Deleting an event

A function is available in each event enabling you to delete it, as well as all actions related to the event. This option requires user rights (see Access rights.)

Purging events

An event deletion module is available which enables you to delete event lists according to criteria, such as period or user-defined tables.

Call-Back Lists - Contents

Store managers may want to implement a customized customer management system with regular phone calls based on predefined criteria. Call-back lists allow you to group

customers according to certain criteria, in order to carry out and track these phone calls.

General settings

Enabling the management of call-back lists

Configuring the status of actions

Configuring an alert to track the calls

Managing access rights

Configuration of call-back lists

Configuring the call-back list header

Assigning several customers to a call-back list in Back Office or Front Office

Assigning a customer to a call-back list in Front Office

Use of call-back lists

Description of the follow-up of the call

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Modifying call-back lists

Deleting call-back lists

Importing call-back lists

General Settings

Enabling the management of call-back lists

Back Office: Administration - Company - Company settings

You must first enable call-back lists in the company setting. Go to Commercial management/CRM and tick the “Management of call-back lists” option.

Configuring an alert to track the calls

Back Office: Settings - Front Office - Register

You can define for each register an alert on call-back lists To activate this feature, open the Register record of your choice and select the Daily Operations tab. Check the

“Alert on call-back lists” option and validate. At daily opening, this option will enable the display of an alert on the calls to be made.

Cegid alert

Back Office: Administration - Alert management - Settings

An alert of type “Cegid" is used to track the call-back list according to several criteria to be defined.

Example:

All the calls of the current day (preferred date = current date) or all late calls (preferred date exceeded).

1. Enter "CEG-APPEL DU JOUR%" in the "Indicator" field and click the [Apply criteria] button.

2. Double-click the "CEG-APPEL DU JOUR" line.

The "Indicator" window will appear.

3. The [Instant printing] button is used to print the list of calls to make.

Configuring the status of actions

Back Office: Settings - Customers - Status of actions

When call-back lists are used, you may be required to specify the status of the action, e.g. the customer does not want to be contacted or the customer wants to receive an

invitation. This status is available only if user-defined values were defined in the corresponding subtable.

Managing access rights

Back Office: Administration - Users and access - Access rights management

Front Office: Settings - Administration - Users and access - Access right management

The use of this functionality depends on the following access rights and concepts:

Menu Concepts (26) - Commercial management - Management of call-back lists

This menu is used to authorize or deny access to the following functionalities:

- Automatically complete the stores of a call-back list

- Set up call-back lists

- Authorize tasks to be allocated to another person

Menu Customers (109) - Call-back lists

This menu is used to authorize or deny access to the following Front Office functionalities:

- Customers - Call-back lists - Settings

- Customers - Call-back lists - Use

Menu Basic data (110) - Customers - Call-back lists

This menu is used to authorize or deny access to the following Back-Office functionalities:

- Basic data - Customers - Call-back lists - Settings

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- Basic data - Customers - Call-back lists - Use

- Basic data - Customers - Call-back lists - Batch update

Configuration of Call-Back Lists

Configuring the call-back list header

Back Office: Basic data - Customers - Call-back lists - Settings

Front Office: Customers - Call-back lists - Settings

Click the [New] button to display the "Call-back list" window and specify the following information:

Validate the creation of the list header. The next step consists of assigning customers to the list you just created.

Assigning several customers to a call-back list in Back Office or Front Office

Back Office: Basic data - Customers - Dashboard

Front Office: Customers - Customer management - Dashboard

You perform this step in the Front Office for the current store and in the Back Office if there are several stores. This step enables you to assign selected customers to the call-

back list you created in the previous step. This assignment is performed via the customer dashboard, based on various criteria (date of birth, city of residence, etc.).

1. Once the selected customers are displayed on screen, click the [Generate a call-back list] button.

The "Assignment to a call-back list" window will appear.

2. Select a call-back list and a salesperson.

The salesperson associated with the call will depend on the option you selected when you created the call-back list header:

- If you selected "Not specified" or "Customer's main salesperson", this field will be grayed out.

- If you selected "Dedicated salesperson", you must select a salesperson.

3. Next, select the preferred date of the call which is set by default to the start date of the validity period of the list header.

This date may be modified but must fall within the same validity period.

4. Validate the assignment of the call-back list to the selected customers.

When you validate, one call will be created for each customer. This can be used as follows:

- Back Office: Basic data - Customers - Call-back lists - Use

- Front Office: Customers - Call-back lists - Use

5. If one or more customers are assigned to a store that is not referenced in the call-back list, then when you validate the assignment, a message will appear.

You can perform one of the following actions:

- Delete customers from the selection: Customers who are not linked to the store will be ignored.

- Link all these customers to a store: The list of the stores in the call-back list will be displayed so that you can link customers to the store you want, if this option is selected.

- Complete the list of stores: You can add the store to the call-back list. This option depends on the configuration of the "Automatically complete the stores of a call-back list"

option. By default, the value of this option is "Not authorized". If this option is enabled, you can add a new store to the call-back list.

Field

Description

Label

Name of the list with a maximum of 70 characters.

Assignment of

salesperson

The salesperson who will be assigned to carry out the call:

- Customer's main salesperson: The salesperson associated with the customer record will

automatically be assigned to the customer's call.

- Not specified: No specific salesperson will be assigned to the calls.

- Dedicated salesperson: A salesperson must be specified manually for each call.

Store

This information specifies the store that must call the customer. This can be the affiliated

store or the customer creation store.

Validity dates

Enter the validity dates of the list.

Notepad

Field used to enter a user-defined comment.

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6. After the initial assignment of customers to a call-back list, you can subsequently add new customers to the list.

Only new customers will be inserted in the call-back list.

Assigning a customer to a call-back list in Front Office

Front-Office: In the customer record using the [Complementary data/Call-back lists] button

Front-Office: In the sales receipts screen using the [Other actions/Call-back lists] button

If requested by the customer while making payment, a call-back request can be directly defined in Front Office.

Example: The customer wants to receive information on private sales and invitations.

1. In the sales receipt screen, select the customer and then click the [Other actions/Call-back lists] button.

You can also open the customer record and click the [Complementary data/Call-back lists] button.

The "Assignment to a call-back list" window will appear.

2. Complete the required fields and validate.

The customer is now assigned to the selected call-back list.

Use of Call-Back Lists

Description of the follow-up of the call

Back Office: Basic data - Customers - Call-back lists - Use

Front Office: Customers - Call-back lists - Use

Even if a call-back list is assigned to several stores, each call is assigned to only one store. Stores will only see their own calls. The calls that are created include the following

information:

Dashboard recap

Displays the fields of the dashboard.

List of actions

Displays the last action performed.

Entry of a new action

This section enables the salesperson performing the action to enter information on the current call manually.

Modifying call-back lists

Fields

Description

Call-back list

The call-back list to which the customer was assigned. The [View] button enables you to

view the header of the call-back list.

Salesperson of the call

By default, the salesperson defined in the call-back list header. You can modify this field

depending on the configuration of the "Authorize tasks to be allocated to another person"

option. By default, the value of this option is "Authorized". If the value of the option is "Not

authorized", you cannot access the field even if it is empty.

Customer concerned

Last name, first name, phone numbers, and email as specified in the customer record. The

[View] button enables you to view the customer record.

Comment

Field used to enter a user-defined comment.

Fields

Description

Date of the action

Date of the current call.

Salesperson of the action

By default, the salesperson defined in the call-back list header. You can modify this field

depending on the configuration of the "Authorize tasks to be allocated to another person"

option. By default, the value of this option is "Authorized".

If the value of the option is "Not authorized", you can access the field only if no salesperson

is specified in the header. Otherwise the salesperson specified in the header will be loaded

and non-modifiable.

Status

This field is available only if user-defined values were defined in the corresponding

subtable. See Configuring the Status of Actions.

Description

Field used to enter a user-defined comment.

Status of the call

The initial status is "Not started". The status will change to "In progress" once the first

action is entered. As long as the status is "In progress", you can update and save this screen.

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Back Office: Basic data - Customers - Call-back lists - Batch update

This functionality performs a mass update of one or more selected lines using the following information:

- Salesperson of the call

- Preferred date

- Comment of the call

This functionality depends on the configuration of the "Authorize tasks to be allocated to another person" option. If the value of the option is "Not authorized", the salesperson

specified in the header will be loaded and non-modifiable.

Deleting call-back lists

Back Office: Basic data - Customers - Call-back lists - Settings

Front Office: Customers - Call-back lists - Settings

This button is used to delete a call-back list if the following two conditions are met:

- The call-back list is closed.

- The deletion date does not fall within the validity period of the list.

The list, as well as all associated calls, will be deleted.

Importing call-back lists

Back Office: Data exchanges - Data recovery - Data import

You can integrate a call-back list using its code as follows:

- If the code does not exist, the list will be created.

- If the code exists, the list will be updated.

Settings and Operation of Customer Balances

The balance for retail customers, which is calculated as being the difference between sales made to a customer and the payments from this same customer, can be fully

configured. You can therefore define which register operations and payment methods will be taken into account in the calculation of the balance.

General settings

Calculation rule

Back Office: Administration - Company - Company settings

Front Office: Settings - Administration - Company/Company settings

Go to Commercial management/Front Office. In the Customer Balance section, populate the Calculation rule setting.

Back Office: Settings - Management - Register operations and Payment methods

This step is used to exclude some register operations or payment methods from the calculation of the customer’s balance. Consequently, you may decide to exclude gift

certificates from the calculation of the customer's balance.

The “Considered in the customer balance” option, available in the Register operation and in the Payment method records, respectively in tabs “Characteristics” and “Front

Office” is used to specify if the operation or the payment is accounted for in the customer balance.

Please note that this option is not available for all register operations or all payment methods.

Access rights

Back Office: Administration - Users and access - Access right management

Features linked to the customer balance calculation are subject to access rights that may be granted or denied in the Sales receipts (107) menu.

- In the “Access rights/Miscellaneous” section, the “Show customer balance in all stores” access right is used to limit the display of the customer balance to the user’s store, or

to all stores of their restriction.

- In the “Enter payments” section, the “Reimburse a customer with a negative balance” access right authorizes or not users to reimburse customers, despite a negative balance.

How does the customer balance work in Front Office

Perform a sales transaction that updates the customer's balance

Front Office: Sales receipts - Sales - Enter transaction

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1. Enter the customer’s name and make a sale of

- either a register operation previously configured to be considered in the customer's balance (i.e. the sale of the gift certificate.)

- or an item that will be paid with a payment method previously configured to be considered in the customer's balance (i.e. sale of an item paid with the payment of a deposit.)

2. Finalize the transaction to update the customer's balance

View customer balance

Customer balance accesses are listed hereafter, depending on how you access the customer balance, i.e. from the sales transaction entry screen, the customer record, or from

analyses.

You can view the customer's balance in the Front Office from:

- The sales transaction entry screen: via the toolbar, the [Actions on customers] button gives access to several options including “Customer balance.” Moreover, the customer's

balance is also displayed in the header of sales transaction entry screen, just under the "Customer" field, once the latter has been identified.

- The customer record: the [Customer balance] button opens the Customer balance window.

- Analyses: the customer dashboard available in module Customers - menu Customer management displays the customer balance. Click on the [Set up layout] button to

display the Customer balance column.

The Customer balance screen displays the list of register operations and payment methods used by the customer. To display the detail of the selected line, click the [Show

detail] button.

Customer Tracking – Customer 360

The Customer 360 tool allows you to view all of the actions carried out by and for a customer:

- List of business operations assigned to the customer

- Sales and other documents

- Customer call-back lists

Settings for the customer tracking

Back Office: Basic data - Customers - Customer tracking/Settings

This feature allows you to define the data to collect for a given customer, and specify the actions that will be searched for and displayed. The purpose of defining these

settings is to limit the amount of data displayed so that the information loaded is optimized.

The [Generate history] button allows you to copy the selected information to a temporary table so that you can work on it later in the Customer 360 tool.

Note that only the selected information will be stored in the temporary table. Moreover, a history of 0 months indicates that the history is to start from scratch.

Operation of the Customer 360 tool

Back Office: Basic data - Customers - Customer tracking/Customer 360

Front Office: Customers - Customer management - Customer 360

The multi-criteria selection function displays the information from the temporary table. This table is already populated by default based on the settings defined before. To

view the details for a line, simply double-click the line. You can then view the corresponding document, reservation, loan, business operation, customer service record, etc.

Please note!

The multi-criteria selection screen will only display the information contained in the temporary table. For example, if the settings define that the history should display the last

6 sales months, it will not be possible to display data for the period prior to these 6 months.

This button allows you to display the following columns:

Document status (MVB_STATUT360)

Specifies the status of the information:

- Documents: In progress or closed

- Calls: Call status description

- Business operations: Return statistics

- Customer services: In progress or closed

Item code (GA_CODEARTICLE)

Displays the item code.

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Employee (MVB_REPRESENTANT)

Code and name of the salesperson: for receipts, this is the salesperson indicated in the header.

Quantity (MVB_QTE)

This is the main quantity.

Amount (MVB_MONTANT)

Tax-exclusive and tax-inclusive amounts

Other possible accesses to Customer 360

Note that the Customer 360 tool for a customer is also available from the following features.

Customer record

From the customer’s record in the Back Office, by using the [Complementary data/Customer 360] button.

From the customer’s simplified record in the Front Office, by using the [Zoom/Customer 360] button.

Transaction entry screen

You can configure a dedicated button on the touch pad of the transaction entry screen (refer to the Register settings.) In this case, the customer cannot be a fictitious customer;

he must really exist.

Customer Analyses - Contents

The objective of customer record management is to use the information gathered to launch targeted sales operations. In order to do this, a number of reports and analyses are

available.

Access rights linked to customer analyses are available via the Administration module, Users and access menu, Access right management command.

- Menu 110 – Basic data/Customers: gives access to customer records and various actions such as modification, deletion or closure of records. It also manages access to

customer-related processes and reports.

- Menu 109 – Customers: enables you to authorize in the Front Office access to customer dashboards according user group.

Customer Reports and analyses

List of customers

Accounts receivable

Customer labels

Dashboard

Cube

Advanced dashboard

Displaying additional tabs

Report list

Customer Reports and Analyses

Back Office: Basic data - Customers - Reports

This command gives access to various reports and analyses. Most of these reports can be customized using the report generator.

This button is available for all reports and analyses and allows you to schedule regular reports (refer to Scheduled Tasks.)

List of Customers

This command allows you to print a list of customers selected from criteria of your choice. The list also displays customer contact information.

Accounts receivable

This report allows you to print a list of customers according to the criteria entered. The report (detailed or not) also lists the amount purchased and the balance for a given

period for each customer. The Additions section allows you to make a selection based on total amount purchased, customer balance or purchase date. A checkbox allows you

to request the details of sales.

Customer labels

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This report enables you to print the selected customer labels according to the criteria entered. Labels can be printed with or without barcodes. This command is also available

in Front Office, in the Customers module, Customer management menu, Edit labels command.

Customer dashboard

Attention!

There are 2 customer dashboards.

The customer dashboard available using the Reports command, allows you to view and to group together a list of customers selected according to your chosen criteria. The

report list only contains the general information entered in the customer records, and never contains information regarding customer purchases.

To obtain information on customer purchases, use the Advanced dashboard available in Basic Data - Customers.

You can customize the appearance of the customer dashboard using the special Dashboard tools.

Cube

This analysis allows you to view and to group together a list of customers selected according to your chosen criteria. The report list only contains the general information

entered in the customer records, and never contains information regarding customer purchases. (To obtain information on customer purchases, use the advanced dashboard

available in Basic Data - Customers.)

You can customize the appearance of cubes using the special cube tools.

Customer Advanced Dashboard

Back Office: Basic data - Customers - Dashboard

Front Office: Customers - Customers management - Dashboard

This analysis allows you to view and to group together a list of customers selected according to your chosen criteria. The report list relates both to the general information

entered in the customer records, and (using the additional tabs) information relating to purchases (quantity and sales figures) and customer balances for a given period. Several

other tabs can therefore be displayed allowing you to perform statistics calculations on numerous selection criteria such as, sales realized, stores or business operations. The

tabs displayed by default are as follows: Customer, Labels, Currencies, Advanced.

Displaying additional tabs

Use in the Customer tab the options available in the "Display criteria" section available, and check one or more of the following options.

Report list

Once the selected customers are displayed in the report list, a specific toolbar allows you to perform a number of actions on this list.

- Generate the list of business operations: generates the list of customers currently involved in a business operation with an identification method set to Generated list.

- Print customer labels

- Batch modification of customers.

Fields

Description

On sold items

Allows you to display the selection tabs for criteria relating to items purchased by

customers. Note that you can combine a selection of items using "and / or" in the

Item tab.

Additional to customers

Allows you to display the selection tabs for user-defined customer record criteria

and mailing criteria

On the stores of the sales

Allows you to display the selection tabs for criteria relating to the stores in which

the sales were made.

On customer's sales

Allows you to display the selection tab for customer purchase criteria for a given

period, including or excluding sales.

Note that information relating to sales (sales figures, quantity, etc.) is only shown

on the dashboard display if the corresponding selection criterion has been entered.

(Example: To view tax inclusive sales figures, you must select this criterion by

entering a tax inclusive sales figures range.)

The "Consider criteria from other tabs strictly" checkbox allows you to strictly link

criteria on totals to other criteria. A message will be displayed giving you a

concrete example of how this option works.

On business operations

Displays the Business operations tab where you to filter customers according to

events.

On loyalty

Displays the Loyalty tab allowing you to select loyalty criteria. If this option is

checked, a loyalty criterion will be required. Likewise, if there is a presentation

with loyalty data present in the report data displayed.

On confidentiality

Displays the Confidentiality tab allows you to add new restrictions to contact

information.

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- Generate a call-back list: This allows you to create a list containing customers in the report. This option is accessible if call-back lists are managed.

- Show customer record.

- Change loyalty program: This option is available if loyalty campaign management enable you to switch from one loyalty program to another program.

- Display list of loyalty cards.

- Display customer balance.

Item and Customer Multi-Classification - Contents

The objective of this functionality is to be able to manage an unlimited number of groupings, hierarchical or otherwise. These groupings can be allocated to customers and

items

- Example of a non-hierarchical grouping

- Example of a hierarchical grouping

Preliminary settings

Enabling multi-classification

Creating classifications

Configuring user authorizations

Entering classifications

Exclusive/Non-exclusive classification

Impact of deletions

Use in analyses

Inventory

Customers

Items

Preliminary Settings

Enabling multi-classification

Back Office: Administration - Company - Company settings

Go to Commercial management/Default settings and check the “Multi-classification” company setting.

Creating classifications

Back Office: Settings - Items - Item classifications

1. Click the [New] button to create a new classification.

The “Define item classifications” screen displays where you can specify the name of the classification you have just created.

Example: Accessories

2. On the right side of the screen, specify the code and the description of every element belonging to the classification.

Example: Bags, Belts, etc.

On the left side of the screen, select the element you have just created, and specify the code and the description of each element belonging to this level.

Example: With strap, without strap, leather, etc.

You can create several classifications at several levels.

Each of these sub-elements can be sorted or deleted via the appropriate buttons displayed on the right side of the screen.

Attention!

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- The sublevel code is unique within the classification. For example, the “CUI” code cannot be used as a sublevel of “Bags”, because it is already used in the "Belts" level.

- Once created, the code cannot be changed.

The "Exclusive classification" option allows you to specify whether or not an item or customer can be linked to several levels, as illustrated in the "Exclusive classification"

section.

Configuring user authorizations

Define authorized classifications

Back Office : Administration - Users and Access - Users

Open the user record and go to tab Additions.

In the “Classification” section, specify one or more classifications usable by user and validate.

Manage access rights

Back Office: Administration - Users and access - Access rights management

You must enable the following access rights in the Settings menu (105):

- Item classifications (in the Items submenu)

- Customer classifications (in the Customers submenu)

Entering Classifications

Exclusive/Non-exclusive classification

Back Office: Basic data - Items - Items

Back Office: Basic data - Customers- Customers

In records (customer and/or item) that manage classifications and where classifications have been defined, the [Complementary data] button allows you to access the

Classifications menu.

For a given item record, the allocation window makes it easy for you to allocate the item in question to one or more classifications. It is the same for a customer record.

Exclusive classification

If the classification is an exclusive type, the item or the customer can be allocated to one classification level only.

Example: “Bags” or “Belts"

Non-exclusive classification

If the classification is a non-exclusive type , the item or the customer can be allocated to more than one classification level.

Example: “Bags” and “Belts"

Impact of deletions

Deleting a classification will result in the deletion of all data corresponding to this classification. Deleting a node will delete all values associated with that node.

Use in Analyses

Use in Inventory

Item availability

Back Office: Inventory - Query- Item availability

Analyses enable you to filter data according to a classification criterion. The criterion is located in the "Additions" tab.

Dashboard and cube

Back Office: Inventory - Query - Dashboard and Cube

Analyses enable you to filter data according to a classification criterion. This criterion is located in the "Standards" tab for dashboards, and in the "Additions" tab for cubes.

Use for customers

List of customers

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Back Office: Basic data - Customers - Customers

Analyses enable you to filter data according to a classification criterion. The criterion is located in the "Additions" tab.

Customer dashboard

Back Office: Basic data - Customers - Dashboard

Analyses enable you to filter data according to a classification criterion. To get access to this classification criterion, go to the customer tab and enable the following options

available in the "Display criteria" section:

- "On sold items" triggers the display of the Item tab where you can select the classification criteria.

- "Additional to customers" triggers the display of the Customer addition tab where you can select the classification criteria.

Use for items

Back Office: Basic data - Items - Items

Analyses enable you to filter data according to classification criterion. The criterion is located in the "Additions" tab.

3M Document Reader - Contents

Click here to access the document.

Customer Loyalty - Contents

Basic concepts

General characteristics

Program and campaign concepts

Additional information

Customer loyalty management - Overview

Program structure

Characteristics tab

Creation of the card tab

Acquisition options tab

Benefit options tab

Renewal of the card

Benefits with gift certificate from Headquarters

Program rules

Creation of a new rule

Application of rules

Interaction of loyalty with sales conditions and final selling price

Campaigns management - Overview

Description of the tabs in loyalty campaign records

Management rules

Scheduled renewal

Loyalty settings

Company settings

Loyalty receipts

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Information displayed on the customer banner

Import

Loyalty card

Loyalty card management

Access rights

Access rights management

Standalone mode

Loyalty management in standalone mode

Customer Loyalty - General Characteristics

Program and campaign concepts

Loyalty management is based on two complementary concepts: program and campaign.

Loyalty program

This basic concept includes all loyalty management rules in a program. Your loyalty program is defined based on your own specific criteria. For example, the program may

concern:

- A specific store

- All stores using the same currency

- All stores in a same geographical area

- A global program

- Etc.

The program management defines its characteristics, enrollment rules, acquisition rules, benefit rules and card renewal rules. In the program, you will link the stores for which

the program applies. During a sales transaction entry, the system applies the rules of a program linked to the store of the cash register.

See topic Loyalty program - Overview.

Loyalty campaign

This concept allows you to gather a set of programs applicable in chronological order, and manage loyalty levels to segment loyalty cards. The most common example is a

campaign with Silver, Gold and Platinum levels. However, you can also define the other levels, such as: Rubies, Emeralds, Diamonds or VIP A, VIP B, VIP C, etc. The

campaign adds the following features:

- Combination of programs with management of card renewal (definition of rules for staying in the same program or downgrading.)

- Management of program changes by defining applicable rules.

In this case, the link with the stores is established at campaign level, and not at loyalty program level. During a sales transaction entry, the system applies the campaign linked

to the store of the cash register.

Note that in this case, the rules attached to the programs will apply.

See topic Loyalty Campaign – Overview.

Additional information

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For every customer, loyalty is characterized by the creation of a loyalty card (see Loyalty Card.)

Loyalty is enabled on options and various settings are available (see Settings.)

In the sales transaction entry feature, various tools are available to display information about customer loyalty, perform actions and print information (see Register Settings.)

According to user groups, you can decide who may access loyalty settings. By the means of concepts, you may restricts actions to perform on loyalty cards or in the sales

transaction entry feature (see Access Right Management.)

Importing loyalty offers the possibility to integrate and update loyalty cards, and also calculate loyalty when importing sales receipts (see Import.)

Customer Loyalty - Overview

Back Office: Sales - Loyalty - Loyalty programs

Program structure

A loyalty program is structured as follows:

Configuring a loyalty program consist in defining various rules and options (see Rules) applicable to the management of loyalty cards.

Characteristics tab

This tab allows you to define the characteristics of the program:

- Code and description, aggregate type (points or amounts), multi- or mono-currency, duration of the program, information messages displaying in the Front-Office,

interfacing loyalty with an external tool, etc..

Note that if the Multicurrency option is enabled, the program necessarily cumulates points, and you have to define the rules applicable to the currency of the card or the

- You can modify cards manually and therefore define the scope of these changes (thresholds, for the actions performed on the card, you can define if comments and reasons

are handled and if they are mandatory or optional.) You can define the store linked to this program.

Note that the list of stores contains the stores whose currency is included in the program and for which no program is defined.

Warning!

Some choices are irreversible, especially the list of currencies, and the choice of the multicurrency or mono-currency environment even in the settings, because these choices

determine the display of options in the following tabs:

Creation of the card tab

You will define the startup options of the card and its use:

- The validity of the card (no limit, ending date, or number of days)

- The card can be activated at the first purchase or the next one, or at start up for an existing card.

- The card number can be initialized automatically or entered manually at cashing.

- Startup options (automatic, on request, or on startup rules (see Rules.)

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Note that if the Multicurrency option is enabled, you have to select the currency of the card (i.e. the currency of the customer’s affiliated store, or the currency linked to the

store of the register that creates the card,) and if the choice is to be done when the card is created.

Acquisition options tab

This tab is to define a whole set of acquisition rules (see Rules.) These acquisition rules determine, based on the customer’s purchases, the amount or how many points the

customer will earn on his loyalty card.

Application

Acquisition modes

Rules are calculated based on the receipt and/or on each line.

The calculation basis can be defined on amounts inclusive or exclusive of tax, or even on quantities. Also note that the calculation on quantities is functionally oriented to

programs based on points.

Once the various acquisition modes defined for the program, you can enter for each available mode, the standard rules and the bonus rules if required (see Rules.)

Benefit options tab

The benefit options handle the benefits granted to the customer thanks to loyalty. The benefit can be granted in the form of a discount, a gift certificate, or a gift to be selected

from a list of items You can configure these benefits using benefit rules (see Rules.)

Note that loyalty gift certificates are printed directly at cash register or by the Headquarters using the “Generate gift certificates” or ‘Reprint gift certificates” commands

(module Sales, menu Loyalty.)

General settings for using benefits

Benefits applicable within the program

Field

Description

Default item types

Merchandise, financial (register operation,) bill of materials or services. Note! Only

items for which the “Usable for loyalty” option is ticked are taken into account for the

calculation of the rules.

Exclude receipts paid with

You can also exclude sales receipt paid with certain payment methods. Warning! In

this case, acquisitions on sales lines are no longer available since the payment method

concerns the receipt in as a whole, and not the lines.

Management of bonus rules

Bonus rules can also be applied.

Field

Description

On sales line

The calculation on each line generates the benefit earned according to the rules

defined. You can also exclude lines with discounts according to their reason,

especially lines with loyalty discounts. Note that the line calculation takes into

account item triggers to refine the calculation.

- Welcome acquisition: If this option is ticked, the “Welcome - line” tab is displayed

where you can define the welcome rules that will be applied when the card is created.

- Customer’s birthday acquisition: If this option is ticked, the “Birthday - line” tab is

displayed where you can define the special rules that will be applied for the

customer’s birthday.

- Acquisition: If this option is ticked, the “Sales line” is displayed where you can

define the rules for standard advantages.

On sales receipt

This type of calculation considers the amount of the receipt eligible for loyalty and

determines the amount acquired. Moreover, you will also define the calculation

method in the case of returns.

- Welcome acquisition: If this option is ticked, the “Welcome Receipt” tab is

displayed where you can define the welcome rules that will be applied when the card

is created.

- Customer’s birthday acquisition: If this option is ticked, the “Birthday - Receipt” tab

is displayed where you can define the special rules that will be applied for the

customer’s birthday.

- Acquisition: If this option is ticked, the “Sales line” is displayed where you can

define the rules for standard advantages.

Field

Description

Getting benefits without purchase

Authorizes to grant benefits without obligation of purchasing.

Systematically propose benefits

The benefit is proposed automatically.

Considering only points available

for (days)

For programs in points, the application considers only ^points earned prior to X days.

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Once the various benefit modes defined for the program, you can enter for each available mode, the standard rules and the bonus rules if required (see Rules.)

Renewal of the card

In the case loyalty campaign management is not enabled, and cards have a limited validity period, you can define the following elements by the means of rules (see Rules.)

- Conditions for card renewal

- Conditions for validity extension

Benefits with gift certificate from the Headquarters

Specifically, you can centralize the generation of gift certificates at Headquarters. This assumes that Headquarters generate the gift certificates and ship them to customers.

Only programs that offer the acquisition of gift certificates from Headquarters will be proposed. You can use the following commands from the Sales module, Loyalty menu

to generate gift certificates:

- Generating gift certificates: You will calculate and generate gift certificates.

- Reprint gift certificates: You can reprint calculated and already issued gift certificates.

Program Rules

Back Office: Sales - Loyalty - Loyalty programs

The various program rules are the following:

- Startup rules condition the creation of the card.

- Acquisition rules calculate the gains on the card.

- Benefit rules grant specific advantages to the customer.

- Renewal rules (program) allow the renewal of the card (see Campaigns.)

- Extension rules extend the validity of the card by applying a rule before the card expires.

Creation of a new rule

A rule defines in its own setup context (startup, acquisition, etc.), the conditions of its application and triggering threshold. Only one rule is ever applicable at any one time

(rules cannot be used in combination with each other.)

In the “Creation of the card”, “Acquisition options” or “Benefit options”, use the [Create a new rule] button. In the window that displays, you can perform the following:

- Define an application period and/or an exclusion period

- Opt for the application of particular conditions

- Limit its application by the means of triggers (stores, items, customers)

By the means of the triggering thresholds, you will define:

- The calculation basis (amount inclusive or exclusive of tax, number of visits, quantity, etc.)

- The detail of the operation to perform by the program within the context defined by the rule. The values to populate will display according to the basis selected.

- For an acquisition rule, the operation consists in defining from the selected basis, the corresponding value in amount or in points earned by the customer on his loyalty card.

- For a benefit rule, this consist in defining that a customer is granted from a threshold A, a certain discount in percent or amount, or a gift certificate with a value calculated in

percent or fixed amount.

Note that a rule can have one or more triggering thresholds. As soon as the threshold is reached it is applied.

Examples:

Upon the creation of the loyalty card, you can define from the tax inclusive amount, that the customer should be enrolled into the loyalty program as soon as the amount of

€100 is reached.

Upon the acquisition of points, from the 1st euro in the sale, the customer gets the equivalent in points.

Application of rules

Field

Description

Welcome benefit

The customer can be granted a benefit when he enrolls for a loyalty program.

Birthday benefit

A specific benefit can be granted to the customer for his birthday.

Benefit on sales receipt

You will define the benefit that will be granted to the customer for his sales receipt.

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Regardless of the type of rule, the application method is always the same: the rule that applies is always the first rule for which the application conditions are met. It is the

priority order of the rules that takes precedence.

Warning!

Triggering thresholds are not taken into consideration during searches. The system will stop searching for a rule as soon as it finds an “applicable” rule, even if there is no

applicable threshold. It is therefore essential to enter rules from the most accurate to the most generic.

Interaction of loyalty with sales conditions and final selling price

When configuring the acquisition of points, discount reasons and discount percentage can be taken into account. The settings are defined in the “Specific conditions” section

( on the right of the screen,) as well as in the “Threshold” section (at the bottom) where you can defined the “Minimum discount %”.

These options limit the accessibility of points, according to the salesperson’s discounts only.

If sales conditions or final selling price discounts (FSP) are applied subsequently, these options will not be used. Loyalty is calculated based on a coefficient without taking

these option into account.

Example based on the screenshot below:

Loyalty Campaign - Overview

A campaign is defined via Campaigns module (available in Sales - Loyalty.) A loyalty campaign is composed of several programs. The campaign includes the list of the stores

that use the campaign. Note that a program must always be associated with a campaign to work.

Description of the tabs in loyalty campaign records

Back Office: Sales - Loyalty - Campaigns

Characteristics tab

You will define the characteristics of the loyalty campaign:

Gross

amount

Salesperson discount

Net amount

SC/FSP discount

Points earned

100

10%

100

20%

100

20%

100

10%

50%

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- Code and description, currency or multicurrency

- List of available programs: You have access to available programs that are not closed and not associated with a campaign; they have the same currency or currencies than the

campaign.

- List of associated programs: List of the programs contained in the campaign, sorted from the less attractive to the most attractive. You can associate several programs with

the same campaign. You can access the settings of the program by the means of the [...] button accessible when you click the description field. Note that the order specified

cannot be changed if there are renewal or program change rules.

- Select the “Start with first program” option.

- When changing for another program, you can leave the choice to the customer, if you select the option: “Program change: select program”. Otherwise, the change is

performed automatically.

Stores tab

This tab allows you to assign one or more stores to a campaign. The system proposes only the stores that share the same currency as the campaign and that are not associated

with another program. A store can only ever be associated with one loyalty campaign.

Renewal options tab

Card renewal is supported on option. This renewal allows you, from a maintenance threshold, either to close the card, or to continue with the same program, or to downgrade

to another program. The renewal rules are presented in an array:

- The lines correspond to the programs actually used by loyalty cards.

- The columns correspond to the programs to which cards can be downgraded.

At the crossing of the current program and the future one, you can access the renewal screen proposing one or more renewal rules. If no renewal rule was entered, the array

displays the following “Renewal not scheduled” If at least one rule exists, the following message is displayed “Actives rules: X” X being the number of rules.) Only the

threshold to keep up with the same program or the downgrade are possible for the renewal.

Warning!

If no rule is defined or active, the renewal of loyalty cards for this program is not supported. At the end of its validity period, the card will be closed.

Example:

If a campaign defines the following program order: Program A, followed by Program B and then Program C. The renewal screen displays:

The renewal rules determine in particular:

- The threshold to keep up with the program

- Calculation basis (earned total, available total, etc.)

- Applicable to one or more stores

- Applicable to such and such customers or customer groups

- Possibility to define an application period or an exclusion period

You can also manage the card renewal in real or simulation mode (see Scheduled renewal hereafter) for a set of customers.

Options for program change tab

You will manage the conditions of a program change for loyalty cards. Upon the program change, you have different options:

- You can create a new loyalty card for the new program or keep the old one.

- The activation date of the card can be set to the program change date to extend customer loyalty, or you can keep the initial date.

- Extend the validity period of the card by recalculating the end of validity date from the date of the program change.

The “Use of rules for program change” option gives access to the entry of rules.

The “Loyalty acquisition on program change” option enables you to enter the acquisition made by the customer upon the program change in number of points or in amount.

At the crossing of the current program and the future one, you can access the Program change screen proposing one or more applicable rules. The program change rules are

presented in an array:

- The lines correspond to the programs actually used by loyalty cards. The list contains only programs for which an upgrade is possible.

- The columns correspond to the programs to which cards can evolve. The list proposes the programs available from a specific program.

Program C

Program B

Program A

Active rules: 1

Program B

Renewal not scheduled

Active rules: 1

Program C

Active rules: 1

Renewal not scheduled

Active rules: 1

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Example:

From the example of the renewal for the campaign in question, the Program change screen displays the following:

(1) Display if the “Loyalty acquisition on program change” option is ticked.

With the program change rules, you can determine:

- The triggering threshold of the rule

- The calculation mode in currency or currencies excepted

- The calculation basis:

- currencies excepted: on available total, on earned total, on number of visits, on earned total over a period, by combining totals and number of visits, etc.

- in currency: on purchased total over a period, on tax exclusive or inclusive amount of the sales receipt to take into account, etc.

- According to the calculation basis, you will enter thresholds.

- Limit the application to one or more stores

- Take into account such and such customers or customer groups

- Define the application scope to specific items or item groups

- Possibility to define an application period or an exclusion period

Additions tab

You will manage rewritable cards. Note that the validation of these cards is available for a specific template.

Management rules

A loyalty program can only ever be associated with one loyalty campaign. A campaign groups together one or more loyalty programs.

Scheduled renewal

Back Office: Sales - Loyalty - Renewal of cards

In order to manage your loyalty cards, you can perform a mass renewal. Using the “Calculation of the renewal” command, you will select the cards for which you want to

perform the renewal. The simulation is aimed at calculating for each card the renewal and viewing the result via the Query command. For each card, the query feature

displays: the new program, the renewal status, the new earned total, the new available total, and the new end of validity date. Other information is recovered too: the old

program, the earned total and the available total. All these operations can be scheduled via scheduled tasks.

Warning! Only one simulation is available per loyalty program or loyalty campaign. Starting a new simulation erases the former results.

Loyalty Card

Program B

Program C

Program A

Program change

Active rules: 1

Acquisition (1)

Gained value: 100

Gained value: 500

Program B

Program change

Non scheduled change

Acquisition (1)

Gained value: 0

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Information

A loyalty card can be a physical medium or not. It includes in particular the following information:

- About the customer: Customer’s Last- and First names

- About the card: The program associated with the card, the currency, the card number and the type of the card (first assignment, extension, renewal.)

- About dates: Start and end of validity dates, date of the customer’s last visit, activation date of the card and its closing date.

- About aggregates: Gained, Available and Renewal values (the detail of loyalty totals displays the distribution over periods,) and the number of visits.

- Information messages are displayed for benefits of type Welcome, Birthday and Sales receipt.

Query

A loyalty card can be viewed from:

- The customer record

- From the touchpad in the sales transaction entry screen, by clicking a button on the touchpad or using the appropriate menu.

Actions

In the loyalty card, the following actions are available:

- Adjust loyalty (higher or lower)

- Extend the validity date of the card

- Renew a card or simulate its renewal

- Change the program

- View the list of benefits

- Get the available benefit

- Close card

- Issue a new validity card

- …

Miscellaneous

A customer can only have one active card per store. A customer can have several loyalty cards for different stores A loyalty card is always linked to just one loyalty program.

Access Right Management

Back Office: Administration - Users and access - Access right management

You must decide which of the following access rights and options should be applied in order to grant or deny access to the relevant customer loyalty functions.

Loyalty card

You can limit the actions to perform on a loyalty card in:

Menu Concepts (26) – Commercial management - CRM

- Close loyalty cards

- Change loyalty program

- Reissuing of loyalty cards

- Modification of the end of validity date for loyalty cards

- Card extension: allocation of an amount

- Manual renewal of a card

- Manual renewal of a card: allocation of an amount

- Ignore mandatory reading of the card

Sales receipts

You can limit actions to be performed on loyalty cards when you enter a sales transaction in the Front Office.

Menu Sales receipts (107) - Access rights - Miscellaneous

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- Correct loyalty total

- Create a loyalty card

- Adjustment of loyalty total limited to threshold 1/threshold 2/threshold 3

Loyalty management

You will manage access to loyalty settings, loyalty card management, and management of gift certificates handled by Headquarters.

Menu Sales (102) - Loans

- Campaigns

- Loyalty programs

- Query cards

- Generate gift certificates

- Reprint gift certificates

Menu Customers (109) - Settings - Loyalty:

Note that this menu only displays programs in read-only mode.

Loyalty gift certificate

Access to loyalty gift certificates is managed via the following menus:

Menu Sales (102) - Retail sales

- Outstanding payments/Loyalty gift certificates

- Non-active payments/Loyalty gift certificates

Menu Sales receipts (107) - Sales

- Outstanding payments/Loyalty gift certificates

- Non-active payments/Loyalty gift certificates

Printing templates

Settings for printing templates of gift certificates will be handled in Menu 112 - Settings/Printing templates/Vouchers/Loyalty certificates

Use of gift certificates

You can limit the use of loyalty gift certificates when you enter a sales transaction in the Front Office using the following menu:

Menu Sales receipts (107) - Access rights

- Payment methods/Loyalty payment

- Register operations/Acquisition of loyalty gift certificate

Loyalty migration

V1-V2 loyalty migration will be managed by the means of Menu 106 - Administration/Maintenance/V1-V2 loyalty migration.

Loyal Customers in Standalone Mode

Loyalty functionalities (acquisition calculations, benefit proposals, card renewal, or program change) are not available in standalone mode.

Loyalty card management

Creation of a loyalty card in standalone mode

In standalone mode, no card creation will be proposed. The loyalty card will be created when sales transactions (receipts) are reintegrated; according to the program options

defined.

Renewal of a loyalty card in standalone mode

The renewal of a loyalty card occurs either at the end of the official validity period of the loyalty card (i.e. When the expiry date of the card is exceeded), or when purchasing

a new loyalty card (this new card replaces the old one, and validity dates are updated consequently.)

Creation of a button to set aside a loyalty card number

Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

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In standalone mode, you can set aside a card number to be allocated to a new loyalty card (creation and renewal.)

This feature can be configured on the Keypad settings screen of the register (see Configuring Touch Screen and Keyboard.)

Select “Function” for the button type, and then in the Function field, select “Request for card in standalone mode”.

At checkout, on a manual action from the salesperson, a window is displayed so that the operator can then enter the number of the loyalty card. This number will be saved to

the sales receipt, and will be used later by loyalty processes when reintegrating the receipt. Upon integration, loyalty rules will apply according to several possible cases.

- This number will be taken into account if the card must be created or renewed. The salesperson does not have to enter the number, as the reserved number will be used.

- If the number was reserved by mistake: this number does not affect the integration of the receipt, and, the card associated with the number remains available for another

customer. Information is inserted into the event log to track these errors and alert the salesperson. This information is independent from the reintegration trace of the receipt.

- If no number was reserved, the current operating mode for the creation of the renewal of the card will apply: the entry of a number will be required.

- If there is already a loyalty card, with a number entered in standalone mode, a trace will be added to the event log, and the application displays again a message for the

creation of the card and the entry of the number.

Attention!

None of the loyalty settings will be exported in standalone mode; this card creation or renewal remains without control.

Loyalty price lists in standalone mode

Yourcegid Retail Y2 proposes the application of the loyalty prices to owners of a loyalty card. The appropriate setting is defined in the store record.

The calculation of price list aggregates includes the calculation of loyalty prices and makes them available in standalone mode (see Managing Items in Standalone Mode.)

When customers are exported, the search priority is focused on the loyalty card number, and this is essential to determine if the customer is loyal.

On the register, the following cases may occur in standalone mode:

- With customer export and customer search priorities including loyalty cards, loyalty prices are automatically proposed to loyal customers.

- Without customer export and customer search priorities including loyalty cards: For stores applying loyalty prices, Yourcegid Retail Y2 asks the operator if the customer is

loyal to apply the loyalty price. This is then traced in the event log.

- Unknown customers: Yourcegid Retail Y2 also asks the operator if the customer is loyal to apply this special price.

Customer Services - Contents

Customer Services Management is a module available in Front-Office and Back-Office. Its purpose is to track alterations, repairs, warranty, verification, etc.

Preamble

Introduction to customer services and their different steps

Required settings

General settings

Additional settings

Customer service process

Customer service input

Customer service records in detail

Customer service operations (Customer Service operations to be sent, Quotation requests, Follow-up, clearing, and closing operations)

Internal workshops

Activating internal workshop management

Customer service records: Status

Customer service defect qualification

Overview

Implementation and operation

Managing quantities

Settings

Use

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Inventory movements and customer service operations

Implementation

Use in customer service records

Types of documents

Other functions related to Customer Services

Managing user fields in customer services

Managing workshop coefficients

Dashboard for customer services

Customer service visa

Price lock

Import/export of customer services

Introduction to Customer Services and their Different Steps

Introduction to Customer Services

Customer Services Management is a module available in Front Office and Back Office. Its purpose is to track alterations, repairs, warranty, verification, etc.

Example:

A customer brings an item needing repair into the store. It may or may not have been purchased in this store.

It is important to do the following:

- Carefully describe the object (for refund in case of loss).

- Explain what is wrong if the item is defective, or describe the operations to be completed, possibly with an estimate.

- You will then have to follow up on completion of these operations, subcontracting them to an off-site repair shop.

The Customer Services module allows you to track these steps right up to delivery of the repaired merchandise to the customer.

Customer Services Management is an optional module and must therefore be serialized from the Administration module / Serialization / Module activation. Activate the

serialization of the Customer Services module (P30100).

Activation in company settings will make options available and set them up. For example, they could involve managing internal workshops or managing qualification, by

default.

Customer Services - Step Recap

General Settings for Customer Services

Defining company settings

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Back Office: Administration - Company - Company settings

Go to Commercial management/Customer services. The options described in this section enable you to activate the customer service function and set the default options.

Configuring sites

Store record

Back Office: Basic data - Stores - Stores

Open the store record you wish, and check the “Customer services management” option in the “Contact information” tab, and populate the related settings (described here).

Warehouse record

Back Office: Basic data - Warehouses - Warehouses

You can create a “Customer service warehouse” type warehouse. This type depends on the use of the Customer service module. This type of warehouse enables you to trigger

specific processing related to the Customer services module, and differentiate inventory when taking inventories, if necessary.

The “Managed in WMS” option is available at the bottom of the Warehouse record. It facilitates exchanges between Yourcegid and an external logistics system or customer

services. This option puts conditions on the document type generated from customer service records (draft or not). These types of generated documents can be set in company

settings (see Defining company settings).

When linking a warehouse to a store:

- If the store does not manage customer services and the warehouse is a customer services type, the link will not be made.

- If the store is linked to a customer service warehouse, you cannot uncheck customer services management in the store.

Configuring suppliers

Back Office: Basic data - Suppliers - Suppliers

Select a supplier record, go to the Addition tab and enter the information described here, and then validate.

Note that the Standard tab in the multi-criteria window will propose the customer service option. This will display a list of suppliers appearing in the Customer Services

module. It includes internal workshops as well as external workshops (subcontractors). These suppliers (or workshops) will then be used for services settings and for

associating workshops.

Configuring services

Back Office: Basic data - Items - Services

The services entered must be typed to be used for customer services operations. To do this, check the Alterations/Customer services option in the desired Service record. This

will create a new tab called “Additions”. You can then enter the supplier and deposit amount percentage. Select the type of service in the Characteristics tab, to vary the

behavior of the service according to customer responses :

- Handling fee: This line type will be billed to the customer if the quotation is rejected.

- Shipping costs: This line type is automatically billed to the customer.

- Service: This line type will be billed to the customer if the quotation is accepted.

Managing access rights for customer services

Back Office: Administration - Users and access - Access right management

Activate the following access rights for the user groups of your choice.

Additional Settings for Customer Services

Back-Office: Settings - Customer Services

This section lists the various complementary settings for customer services.

Sub-menu/Option

Description

Menu (1)—Data Exchange

Data export/Export customer

service records

Authorize or prohibit the export of customer service records.

Menu (26)—Concepts

Commercial management /Cust.

Service management

Several authorizations related to customer service management

may be granted (creation, quotation management, closing, etc.)

Menu (102)—Sales

Customer services and Internal

workshop customer services

You may grant authorization to use these 2 menus.

Menu (105)—Settings

Customer services

Authorize or prohibit the use of configuration functions for

customer services in the Back Office.

Menu (109)—Customers

Customer services

Authorize or prohibit the use of customer service functions in

Front Office.

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Customer service warranty

This option enables you to create accepted warranty types.

Example: Manufacturer’s warranty, extended guarantee.

Customer services type

This option enables you to create a list of customer service types. It will then be available in the “Status / Service” tab in Customer Services. It enables you to classify

services.

Customer agreement type

This menu allows you to define the different methods customers can accept quotations.

Example: by mail, telephone, e-mail, visit, etc.

Customer information type

This menu allows you to define the different methods by which the customer can be informed about a quotation.

Example: by mail, telephone, in store, etc.

Customer refusal type

This menu allows you to define the different reasons why a customer may reject a quotation.

Example: Estimate too much, made too late, changed mind, etc.

Disputes

The Litigation menu allows you to create the types of dispute that can exist with the workshop.

Example: Prep not done, object damaged, late, etc.

Associating workshops to stores

This menu enables you to associate stores to customer services workshops. The workshops are actually suppliers whose customer services box has been checked in the

“Additions” tab in their record.

A “Main” type workshop may be set for each store. It will be proposed as the default workshop when creating customer services records.

This button enables you to change the workshop status (main or not), without opening the record. Select the workshop to modify, then click this button : status changed.

User-defined fields - titles / User-defined tables

There are 10 user-defined tables and 10 checkboxes provided to allow you indicate the status of an item that has been sent for repair. They are fully customizable.

In the case of user-defined tables, once the name of the table has been specified, you need to specify the different values for each table.

Field settings

This feature allows you to determine the fields to be displayed in customer records. Click here for further information.

Customer service receipts and reports

The “Customer Service Reports” and “Customer Service Receipts” commands enable you to change the various reports and receipts managed in customer services via the

report generator.

Customer Service settings and printout recap

The various customer service receipt printouts are managed in the Services tab in register settings (Settings - Front Office - Register). Select the format, template and the

number of copies desired for each Customer Service receipt.

User fields

This topic is described here.

Applications rules for workshop coefficients

This topic is described here

Customer Service Input

Front Office: Customers - Customer services - Customer service input

Other access:

FO: Sales transaction entry window, [Customer services/CUST. SERVICES] button. Note that each customer service action can also be assigned to a touch pad button,

making it easier to access and use this function.

BO: Sales - Customer services - Customer service records

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Header

The following information can be entered in the record header, relating to the store, customer, and workshop (by default the primary workshop linked to the store will be

used.) You can change customer fields and store fields up until the customer service operation has been sent. Phone numbers and e-mail addresses (for customer and

workshop) are included here, making it easier for you to access this information and contact them quickly.

Description tab

This tab allows you to specify the characteristics of the item by retrieving an existing item from the database, or by entering all of the item’s characteristics:

- The description allows you to describe the item, if it is not already included in the database.

- The price and the date of sale are provided for information purposes. If customer service records have been created from a sales document, the item selling price will be

obtained from tax inclusive item prices associated to the store.

- The quantity (see Managing Quantities.)

- References: They may match references issued from a system other than Yourcegid Retail Y2. Three reference types are authorized: Initial, External and Follow-up

- If the “Generate and link inventory movements and customer service records” option is activated for the store, a list of documents relating to the Customer service module

will be displayed (see Defining Company Settings for Customer Services).

- The serial number may be entered, if necessary.

Detailed description tab

There are two fields provided for entering repair descriptions: Description 1 and Description 2. User-defined fields (fields and user-defined tables) configured for customer

services may be entered in this tab (see Configuring Customer Services, section User-defined field titles/User-defined tables).

Qualification/Services tab

This tab enables you to enter detailed information in the chart below. The service will concern either an item under warranty or an item requiring an estimate for a customer

service operation. Consequently, only one of these 2 options can be checked.

Workshop follow-up tab

This field recaps the customer service steps completed so far, showing the date and the supplier that carried out the step.

Item user-defined fields

The user-defined tables and checkboxes are from the item record. When the customer service operation record is created, user-defined field and item information will be

retrieved. Once populated, these fields are no longer linked to the fields in the item record and can be modified freely.

User fields tab

This tab will be displayed if user fields have been enabled (see User Field Management).

Fields

Description

Customer quotation

The customer service operation is subject to the customer's acceptance of the

quotation. Or the item is under warranty (see following option), or the customer

service operation will require an estimate.

Under warranty

Specifies whether the item is under warranty, as well as the corresponding warranty

type.

If this checkbox is selected, the configured Customer service warranty reason must

be selected.

Expected delivery date

This field allows you enter the planned date when the repaired item is to be returned

to the customer.

Services

This is where you enter customer service operations.

The selling price valuation process will use the settings defined for the store's tax-

inclusive selling prices.

The “Accepted” column shows if the service was approved by the customer.

When printing estimates, only approved services will be printed.

The button allows you to search for the services to be added to a customer

services record.

To insert an additional service line. The services available are those associated

with the workshop selected in the header of the customer service record.

Allows you to delete a service line.

Reports or Receipts

This information allows you to select the print template to be used for the customer

and workshop when reprinting documents from the customer service record via the

“Print” button. These fields are not saved when the record is validated.

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Customer Service Records in Detail

Front Office: Customers - Customer services - Customer service input

Back Office: Sales - Customer services - Customer service records

Entering comments in customer services records

If the “Automatic update of event notepad” setting is selected, the notepad to the right of the customer service record will contain the relevant follow-up history.

Validating customer service records

Once the customer service record has been validated, a customer service receipt will be printed, followed by a workshop receipt. If the customer contact information in the

customer service record is different than the information in the customer record, a message will prompt you to apply the changes to the customer record.

Other actions in customer services records

You may perform several actions in customer service records:

Customer Service Operations

Customer service operations to send

Front Office: Customers - Customer services - Customer service to send

Back Office: Sales - Customer services - Customer services to send

This option enables you to display the list of customer service operations not yet sent to a workshop.

Select the customer service operation using the space bar, then click the [Launch processing] button.

Using this button, you can also scan or select a customer service operation to be sent.

Via the customer operations window, the “Workshop shipping info” field, for example, can be used to specify a carrier slip number. A shipping slip will be printed on

validation.

Quotation requests

Front Office: Customers - Customers services

Back Office: Sales - Customer services

Buttons

Description

This button is available only in the multicriteria screen of the List of customer services and enables you

create new customer service records.

Enables you duplicate customer service records. This button is active for workshop returns. Duplication

is only possible for customer service records that have not been closed and have the following status:

- REA: Re-shipment to repair workshop done

- REI: Re-shipment to repair workshop not possible

- RDS: Repair without quotation

- RDA: Repair quotation accepted

- RDR: Refused repair quotation

- RDT: Repair returned

- RDI: Quotation not possible, customer contacted

When duplicating a customer service record, the original record can be closed.

Enables you to cancel the last step, so that the customer service record returns to the previous state. This

option is accessible if the “Last step cancellation” option is authorized.

This button enables you to view the original customer services record for a duplicated customer service

record.

Enables you to specify a notepad. It is controlled by the “Entry of notepad is mandatory” company

setting. The following options are available: Mandatory, Optional, or Mandatory for customer services

under warranty.

The option is available if stock movement management with customer service records is activated (see

Generate and Associate Inventory Movements and Customer Services.)

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A number of additional steps have been added for estimate requests (see the Qualification/Services tab in the customer service record entered).

Quotations - Valuation

When a store is informed of the amount of a repair for which a quotation was generated, you need only see the list of quotations still being evaluated. Selecting the customer

service operation allows you to return to the customer service record in order to complete it. Two buttons enable you to go to the next step :

- Quotation valued

- Repair not possible

If the selling price is zero, the valuation is based on the purchase price with application of the relevant coefficients from the service provider (see Suppliers). The next step is

to notify the customer via the [Call customer] button, which brings you directly to the Quotations – customer reply screen. Since the selling price has already been

communicated to the customer, it cannot be changed in this step.

Quotations – Customer reply

There are several possible steps involved in obtaining customer approval :

- Quotation accepted: the customer approves the repair. The “Confirmed by” field shows how customer approval was obtained.

- Customer informed: the customer has been informed of the amount of the repair and wishes to think it over. The “Information medium” field shows how the customer was

informed.

- Quotation refused: the customer refuses the estimate. The “Reason for refusal” specifies why the quotation was refused.

These three steps are handled on a single screen, and can be completed in a single operation, depending on company operations.

After specifying the methods used to notify customers, you can print the quotation or send it by e-mail.

- The [Send go-ahead] button will display the next step : the Workshop quotation go-ahead screen will open to continue the transaction.

- The [Send workshop go-ahead] button allows you to automatically send an e-mail with a .pdf file to the service provider.

Quotations - OK from workshop

This screen allows you to check all quotations for the purposes of informing the workshop that it can proceed with the repairs, or return the items involved. The [Send

workshop go-ahead] button allows you to automatically send an e-mail with a .pdf file to the service provider. The .pdf file will be saved in the following default directory:

C:\Users\userX\AppData\Local\Temp

Workshop returns

Front Office: Customers - Customer services - Workshop return

Back Office: Sales - Customer services - Workshop return

When the items are returned from the workshop, they must be checked one by one in order to verify that the repair meets standards. The following three options are available

here:

- Repair done

- Repair not possible

- Item must go back to repair shop (repair does not meet standards, error, etc.)

It is also possible to question the price invoiced by the service provider by attaching a dispute (litigation) to each service line. In this case, the customer service department is

initiator of the dispute and will inform accounting that the workshop should not be paid automatically.

Entry via barcode scan is also possible with the [Enter barcode] button in the multi-criteria screen.

Returned to customer

Front Office: Customer - Customer services - Returned to customer

Back Office: Sales - Customer services - Returned to customer

This screen displays the list of customer service operations to be returned to customers.

If the item is under warranty or cannot be repaired, this operation will enable you to close the customer service operation. If services are to be billed, they will appear on the

register screen and the customer will pay as usual. Customer services references will appear the comments line on the register screen. You can also print a customer return

receipt.

Follow-up, balance and closing operations

Front Office: Customers - Customers services

Back Office: Sales - Customer services

Customer service follow-up

This window is available in Front Office and enables you to view all customer service operations:

- Tabs describing the item, its status, and the services to be provided

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- A follow-up tab showing the current customer service step

- A tab showing the accounting stage of the services

Close/Reopen a customer service operation

In case of loss or theft, or if a customer changes their mind, you may close a customer service operation, so that it is no longer included on the lists.

Closure of a customer service record

The quality of a repair may not be acceptable to a customer. In this case, the original customer service record may be closed out and a new one created. A new option in

customer service records implements this operation by duplicating the existing record. When duplicating, closing out the original record will be proposed as an option.

Managing Internal Workshops

Additional steps are available in Back-Office to manage receipt at the internal workshop, valuation of the quotation, description of the repair, and shipment back from the

internal workshop.

Activating internal workshop management.

Back Office: Administration - Company - Company settings

Go to Commercial management/Customer services and specify the following company settings (described here)

- Internal workshop management

- Control when returning an item to the store

- Management of mass repair validations

Customer service records: Status

Delivery slips are created between the stores and the internal repair workshop. Received items can be scanned or entered in the repair workshop by scanning all the items

received. A specific type of slip allows the barcodes to be displayed. The following steps have been added:

Managing Customer Service Defect Qualification

Back Office: Sales - Customer services - Defect identification

Front Office: Customers - Customer services - Defect identification

Presentation

This step allows you to determine the follow-up steps that are to be carried out for the customer service record before it is shipped.

Steps

Original status

Subsequent possible status

Receiving

Internal workshop re-shipment

RDS: Repair without quotation

AVA: Price a quotation

RAM: Internal workshop receiving

RAD: Receipt at internal workshop w/quote

Estimate amount

RAD: Receipt at internal workshop w/quote

CAA: Call customer

CAI: repair not possible

Repair

RDA: Supplier informed - quotation accepted

RAM: Receipt at internal workshop (if no

quotation requested)

RIE: Internal repair done (re-shipment)

RII: Internal repair not possible (re-shipment)

Re-shipment

RIE: Internal repair done

RII: Internal repair not possible

RDR: Refused repair quotation

If the Management of mass repair validations

option is selected, the following status are also

available:

RDA: Supplier informed - quotation accepted

RAM: Receipt at internal workshop (if no

quotation requested)

REA: Re-shipment to repair workshop done

REI: Re-shipment to repair workshop not possible

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Open the desired Customer service record and go to the “Qualification/service” tab. The “Defect identification” field allows you to specify the next steps to be carried out

before the item is sent for repair. It allows you to complete the following:

- Enter more detailed information in customer service record

- Transfer items to another customer service warehouse or send items back to suppliers (for internal customer service).

- Define the repair workshop

- Specify whether a quotation request is to be managed

- Determine if the item can be repaired, then give the green light to the warehouse.

Implementation

To implement this management system, the “Defect qualification step” must be previously enabled (see General Settings).

Operation

This step is available in Back- and Front-Office. It enables you to decide the next step following customer service. You cannot customize the list of defect identification types.

The available options are as follows:

- To qualify: The customer service record has been created but no one has made a decision yet on whether the defect can be repaired.

- Item repairable: The item will be sent to a repair workshop (repair workshop selection/request for quotation, if applicable/warranty status).

- Once this step is complete, the customer service record will be available in the customer service records to be sent to the workshop.

- Item not repairable: The item cannot be repaired.

When qualification management is activated, the following step is added:

Managing Quantities

Quantities are managed in the customer service record based on the options defined for each store.

Settings

Activating quantity management

Back Office: Administration - Company - Company settings

Go to Commercial Management/Customer Services, then check “Manage quantities in customer service records”.

Activating store management

Back Office: Basic data - Stores - Stores

This is done in the “Contact information” tab in the Store record, by checking the “Manage quantities in customer services records” option. When quantity management has

been enabled in company settings, the “Manage single customer service record for the line” option will be activated with the following options:

Use

This setting adds a new field to customer service records. In the “Description of the customer service record,” the “Quantity” field will appear next to the “Date of sale” and

“Selling price” fields. This quantity will then be copied to documents from a customer service record. Remainders are not managed, and the items must not be dissociated. If

Step

Original status

Subsequent possible status

Qualification

QUA: To qualify

INI (item repairable)

QRI (Item not repairable)

Options

Subsequent possible status

Yes

A customer service record will be automatically created for each document line.

Example: An inventory movement line consisting of X items will result in the

creation of just one customer service record with a quantity of X.

A customer service record will be automatically created for each document item.

Example: An inventory movement line consisting of X items will result in the

creation of X customer service records.

On request

Whenever a document line contains a quantity greater than 1, the following prompt

will be displayed: “Do you want to create a customer record for each item moved?”

- If YES, X customer service records will be created.

- If NO, only one customer service record with quantity X will be created.

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the “Management of inventory movements and customer services” option is activated, management of the quantities in the customer service record will be taken into account

(see Managing Inventory Movements and Customer Service Operations).

Managing Inventory Movements and Customer Service Operations

Customer services management enables you to associate customer service records to inventory movements. This allows more control in finding repair items. This function

allows you to generate inventory movements for the warehouses so that you can track the progress of the customer service operations resulting from a quality control check as

well as follow up on the inventory situation for items in the customer service record.

These warehouses are defined as customer service warehouses (see Configuring Sites) and the inventory movements resulting from the documents allow you to track internal

customer service operations (exchanges between store and quality department, shipments from quality department to customer service workshop, etc.).

Implementation

Activating inventory movement management

Back Office: Administration - Company - Company settings

Go to Commercial Management/Customer Services, then check “Generate and link inventory movements and customer service records”. The following fields must be must

be populated for the warehouses of type Customer services and warehouses of type Customer services managed in a WMS. It enables you to determine the types for

documents generated from customer service records.

Activating store management

Back Office: Basic data - Stores - Stores

This is done in the “Contact information” tab in the Store record, by checking the “Generate and link inventory movements and customer services records” option. Make sure

the “Associated customer” field in the “Third-party” tab is filled in.

Activating warehouse management

Back Office: Basic data - Stores - Warehouses

This option puts conditions on the document type generated from customer service records. Under Warehouses, the “Customer services warehouse” type allows you to define

specific warehouses for the Customer service module.

The “Managed in a WMS” (Warehouse Management System) option indicates that the warehouse is being managed in system outside Y2 (external logistics or customer

service system).

The created warehouse must be associated to the store in the Stores record, “Linked warehouses” tab.

Use in customer service records

Back Office: Sales - Customer services - Customer service records

In the customer service record, you can create inventory movements using the [Inventory movements] button:

- Transfer the item to another warehouse

- Return the item to a supplier

- Place the item into stock

- Withdraw the item from inventory

This function is accessible for customer service records that corresponds to the customer associated with the store of the customer service record (”Third-party” tab in Store

record).

The type of the document generated is determined by the options defined for the company setting "Generate and link inventory movements and customer service records",

based on whether the warehouse type is “Customer services warehouse” or “Warehouse managed in a WMS”.

The selected warehouse determines the type of document to be generated. For transfers, the sender warehouse is used as the reference for the document type.

Enter all required information via the “Inventory movement” window.

The following comment line is included on the first line of the document: Document generated from customer services record no. XXXXXXX on DD/MM/YYYY.

The document internal reference uses the external reference in the customer service record.

Types of documents

Depending on the document type, you may generate customer service records when validating the document. This function is available for the following document types:

- Supplier returns and Supplier return drafts

- Sent, Request and Draft

- Special inputs, Special outputs, Special input drafts and Special output drafts.

If the “Manage quantities in customer services records” option is activated, creation of the customer service record will depend on line quantity and in the option selected for

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the “Handle one customer service record for the line” function (see Managing Quantities).

Creation of customer service records is optional and may be done as follows:

- By validating the document

- By modifying the document, if there are no customer service records associated with the document, via the [Additional actions/Customer service record] button.

Other Functions Related to Customer Services

Managing user fields in customer services

Activating user field management

Back Office: Administration - Company - Company settings

Go to Commercial management/Default settings, and check “User fields” setting and validate.

Configuring user fields

Back Office: Settings - Customer services - User fields

For more information on user field settings, please see the following section: User Fields.

Creating and using user fields

Back Office: Sales - Customer services - Customer service records

The “User fields” tab in customer service records contains the configured fields. You can populate these fields freely. These fields can also be populated via the [User

fields/Customer services] button available for certain commands. The user fields are available under the selection criteria in the Customers services user fields tab.

Managing workshop coefficients

Coefficients may be defined by supplier (refer to the supplier record, Addition tab); however, you can enable a more exhaustive management of purchase/sale coefficients in

the customer services module. These coefficients are defined from application rules depending on stores and items.

Enabling coefficient management

Back-Office: Administration - Company - Company settings - Commercial management

Go to Customer services and tick the “Management of coefficients by store and by item” company setting (refer to Company Settings - Customer Services.) This setting is not

enabled by default; the coefficient used is the one store at the level of the workshop record, i.e. in the record of the supplier who makes the repair.

If enables, this company settings gives you access to the command that determines the application rules for purchase/sale coefficients.

Note that coefficient management by subsidiary is not supported.

Type settings

Back Office: Settings - Customer services - Types

Rules types can be defined from this command or directly via the command described hereafter:

Application rules for workshop coefficients

Back Office: Settings - Customer services - Application rules for workshop coefficients

Coefficients are defined from application rules based on store and item triggers (Settings module, General menu,) and the supplier record.

As for transfer price rules, each rule has a priority level defined by the user; the first applicable rule is selected. Rules are applied from priority 1 to x. If no rule can be

applied, the coefficient stored in the workshop record will be used by default and applied automatically.

The “Workshop coefficient” field defines a coefficient by workshop in this module.

This management feature is implemented in the current creation of customer service records. Depending on the company setting, the selling price is calculated from the

coefficient of the workshop record or from the coefficient matching the rules.

Dashboard for customer services

Back Office: Sales - Customer services - Dashboard

Customer service records

This dashboard displays information from customer service record headers.

Customer service operations

This dashboard displays information from headers and lines. Fields concerning services and customer services lines, especially purchase and selling prices for service lines

(fields: MSI_PRIXACHAT, MSI_PRIXVENTE in the MSAVLIG table).

A selection criterion enables you to take approved services into account (MSI_DEVISACCEPTE field).

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Please note!

You will need to take into account only the services approved for margin calculations.

Customer service approval

Back Office: Sales - Customer services - Accounting

Customer repairs in dispute must be approved for accounting.

Price lock

Three pieces of information in the customer service record show if prices have been changed. This information is initialized to keep the current function (purchase price

change, but not selling price). These fields can be supplied or modified with data from the import module only. The “Modify the price of services” concept enables certain

users to change prices.

Import / Export

For more information, see Imports and Exports of Customer Service Data.

Imports and Exports of Customer Service Data - Contents

Introduction

Imports and exports of customer service data

Exporting customer service records

List of specific fields

Importing customer service records

Preamble

Creating customer service records

Maintaining customer service records

Imports and Exports of Customer Service Data: Introduction

Overview

Data exports

Data exports can be used to allow the Yourcegid Retail Y2 application to interface with other systems. Yourcegid Retail Y2 enables three types of data exports:

- Export lists: Some reports can be exported directly. You can do this by simply selecting the Export list option on the Page layout tab of the report in question. The report

must be exportable in its current format. Examples: Top-selling items, cash book, sales summaries, etc.

- Direct export to Microsoft Excel: Any list containing this icon, can be exported to Microsoft Excel by simply clicking on this icon. This applies to the screens used for

viewing documents and third-party lists, for example, and to all multiple criteria selection screens in general.

- A specific export module allows you to export a whole range of data, such as the customer service records described in this section.

Data imports

Data imports can be used to allow the Yourcegid Retail Y2 application interface with other systems. It can be used for example to import into the application, items with their

respective settings (categories, dimensions, suppliers etc.) documents, inventory, customers, price lists, etc.

Each of this data type has its own default import format.

The aim of this document is to describe the default import format used to process customer service records, as well as its content.

Click here for further information about data exchanges.

Required settings

Serialization

Back Office: Administration - Company - Serialization - Activation of modules

The "File Exchange Management (P30370)” must be serialized and validated before you can use this functionality.

Access rights management

Back Office: Administration - Users and access - Access right management

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Select the Data exchanges (1) menu and enable access rights for the user groups you want.

Exporting Customer Service Records

Back Office: Data exchanges - Data export - Export customer service records

List of specific fields for the export of customer service records

The fields of the following tables are available:

- ETABLISS (Stores)

- ARTICLE (Items)

- MSAVLIG (Services linked to the customer service records)

- MSAVENT (Customers service operations) and TIERS (Third-parties)

An export option available in the Status tab allows the export of record headers only.

There is also a number of specific fields available, identified by a $$ prefix. To display them when defining the settings of the export code (see the Settings tab), specify $$ in

the Filter field.

Importing Customer Service Records: Preamble

Back Office: Data exchanges - Data recovery - Data Import

The import wizard allows you to retrieve customer service records.

Given the structure of these documents, settings are based on the MSAVENT table and use a number of specific $$_ fields to populate the MSAVLIG table. This table

should never be populated directly using the import wizard.

It is possible to create records, and there are several modification options available. Controls about the mandatory character of data, existence and consistency checks are

performed based on the information provided in the import file. Due to the complexity of operation of the customer service process, changes on the records are possible, but

limited and supervised. These changes depend on the $$_MAJPARTIELLE field:

- Update of references

- Workshop valuation quotation - Supersede service

- Quotations - Customer's reply

- Workshop Go-ahead

- Workshop repair done - Update service

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- Workshop repair not possible

- Repair done - Workshop re-shipment - Update service

- Workshop re-shipment - repair not possible

- Repair done - Workshop re-shipment - Supersede service

Note on price changes

Note that the quotation purchase price, the final purchase price and the selling price may be non-modifiable after import, if this request is specified at the time of the import.

The import format has been deliberately restricted. The following fields allow you to define the key:

- Customer service no.

- External reference of customer service: mandatory, if the customer service number is not entered since this field allows you to identify the record.

Two lines belonging to the same customer service record must be consecutive and must have the same ID. In creation mode, it is possible to create only the header of a

customer service record without service lines. These lines must be added later during modifications allowing you to supersede services.

Note that it is also possible to create a customer service record without service ($$_MAJPARTIELLE is not populated then.) There are finally two solutions to add services:

- Manual entry

- Import for workshop valuation (($$_MAJPARTIELLE = 002), provided that the status of the record is “Quotation to value” or “Repair without quotation”.

The existing lines are then canceled and replaced with those from the import file.

Creating Customer Service Records

List of available fields

Note that for certain fields, one of the identification methods is mandatory.

List of available fields

MSA_ETABLISSEMENT

Store of customer service operation

MSA_REFEXTERNE

External reference

MSA_REFSUIVI

Follow-up reference

MSA_REFINITIALE

Initial reference

MSA_TIERS

Customer code

MSA_TELEPHONE

Phone

MSA_TELEX

Phone no. 2

MSA_EMAIL

E-mail

MSA_REPRESENTANT

Salesperson

MSA_FOURNISSEUR

Workshop

MSA_IDSERIE

Serial number

MSA_ARTAREPARE

Reference of the item to repair. Field MSA_ARTAREPARE

corresponds to GA_ARTICLE.

Mandatory

$$_CODEDIMGPAO 1 to 5

Dimension codes 1 to 5 for CAPM

Mandatory

$$_CODEBARRE

Barcode of the item to repair

Mandatory

MSA_PRIXACHATART

Item selling price

MSA_DATEACHAT

Sales date

MSA_GARANTIE

Under warranty

MSA_COUTGARANTIE

Cost of the warranty

MSA_MOTIFGARANTIE

Warranty reason

MSA_INFOTYPESAV

Type of customer services

MSA_DEVISDEMANDE

Quotation inquiry

MSA_DEVISFORCE

Forced quotation

MSA_DATELIVPREV

Expected delivery date

MSA_MOTIFIMP

Impossible repair reason

MSA_MOTIFSOL

Settled service reason

MSA_BOOLLIBRE 1 to A

User-defined decision 1 to 10 – Customer services

MSA_LIBREPR 1 à A

s User-defined table 1 to 10 - Customer services

Description of the service. Please note: This description can be

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Since customer service records manage user fields, these are available in the import format via the $$_ fields in the list of available fields:

- $$_CHAMPUTILISATx User field

- $$_CHAMPVALEURx Value of the user field

If one of these two fields is shifted to the right in the import format, the associated second field will also be shifted to the right, and a number will be attributed to them:

- $$_CHAMPUTILISAT1

- $$_CHAMPVALEUR1

- $$_CHAMPUTILISAT2

- $$_CHAMPVALEUR2

- $$_CHAMPUTILISAT3

- $$_CHAMPVALEUR3

- ...

The user must specify the relevant user field for each $$_CHAMPUTILISATx field.

During import, the $$_CHAMPVALEURx field values are checked to ensure that they comply with all user field characteristics:

- Boolean

- Value

- String

- Selection list

In order to simplify checks, user restrictions are deactivated during the configuration and import phases.

For imports, the record type is always set to Customer services for imports. The status of the service depends on whether or not the record contains a workshop. If the record

does not contain a workshop, it is set to "To qualify"; if it does contain a workshop, it is set to "Initial".

Item fields, as well as the supplier of the item to repair, user-defined decisions and tables, are initialized based on the item record.

Notes:

Customer service records must be imported completely or not at all.

All necessary customer service information not present in the import format will be updated by the import wizard by default.

Not all of this information has to be present in the record, as it can be initialized by default.

Maintaining Customer Service Records

Maintenance involves modifying records which have already been integrated. A $$_MAJPARTIELLE combo box field has been added specifying:

- That the update is partial, only some of the fields will be updated.

MSA_LIBELLE

modified during the service, if the workshop makes changes for

example.

MSA_DESCRIPTION1 and

MSA_DESCRIPTION2

In addition to MSA_LIBELLE, this field is used to enter the issue in

other languages.

$$_PRESTATION

Yourcegid item code for the service

Mandatory

$$_CODEBARREPRESTA

Barcode of the service item

Mandatory

$$_ACOMPTE

Deposit paid

$$_PRIXACHAT

Purchase price

$$_DEVISEPA

Purchase price currency (store currency by default)

$$_PRIXVENTE

Selling price

$$_DEVISEPV

Selling price currency (store currency by default)

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- The customer service step updated by the import.

Possible modifications are described hereafter.

Update of references

For update type "001", Yourcegid Retail Y2 updates external and/or follow-up references based on the number of the customer service record. This update can be carried out

at any point during the customer service process.

- $$_MAJPARTIELLE = 001

Only fields for external and/or follow-up references are processed in the import file.

Workshop valuation quotation - Supersede services

The customer service record is created in Yourcegid Retail Y2, and exported to the external system which values the repair. Yourcegid Retail Y2 retrieves this valuation and

sets the status of the customer service record to "Call customer". The fields available for update type "002" are as follows:

Note that one of the identification methods for the repair service is mandatory: Yourcegid item code or barcode.

The conditions and updates carried out are as follows:

- The customer service record must be set to "Quotation to value" or "Repair without quotation" (field MSA_SAVETAT = AVA or RDS).

- The import supersedes all service lines. All services must be included in the file to import. Those which were initially present and not resent are lost.

- The service record then undergoes the next step: Customer to call (field MSA_SAVETAT = CAA).

- The return date of the workshop quotation is updated (MSA_DATEREPTRANS).

Quotations - Customer's reply

The customer service record is created in Yourcegid Retail Y2 and valued. Following the customer’s reply indicating whether or not the repair should be carried out, the

customer service record undergoes the following step: Quotations – customer reply. This update involves importing the customer reply. The fields available for update type

"003" are as follows:

The conditions and updates carried out are as follows:

The customer service record must undergo one of the following steps:

- Call customer – CAA

- Call customer, impossible – CAI

- Quotation accepted, awaiting confirmation – CAC

- Customer informed, quotation awaiting reply – CAF

- Quotation accepted – CAC

List of available fields

MSA_NUMSAV

Customer service no.

MSA_REFEXTERNE

External reference

$$_PRESTATION

Yourcegid item code for the service

$$_CODEBARREPRESTA

Barcode of the service item

List of available fields

$$_ACOMPTE

Deposit paid

$$_PRIXACHAT

Purchase price

$$_DEVISEPA

Purchase price currency (store currency by default)

$$_PRIXVENTE

Selling price

$$_DEVISEPV

Selling price currency (store currency by default)

$$_MAJPARTIELLE = 002

List of available fields

MSA_NUMSAV

Customer service no.

MSA_REFEXTERNE

External reference

$$_REPDEVISCLIENT

Customer's reply: CLA – Q quotation accepted, CLR – quotation refused

MSA_INFOREPCLI

Type of the customer agreement

MSA_INFOREFUSCLI

Info on customer refusal – quotation

$$_MAJPARTIELLE = 003

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- Quotation refused – CLR

The record subsequently undergoes one of the following steps:

- Quotation accepted: field MSA_SAVETAT= CAC

- Quotation refused: field MSA_SAVETAT = CLR

- Accepted quotation confirmed: MSA_SAVETAT field = CLA

The customer reply date is updated (MSA_DATEREPCLI)

Workshop go-ahead

The customer service record is created in Yourcegid Retail Y2 and valued. Following the customer's acceptance, the repair is carried out. This update involves importing the

workshop go-ahead. The fields available for update type "004" are as follows:

The conditions and updates carried out are as follows:

The record must be set to "Quotation accepted" (field MSA_SAVETAT = CAC)

- The service record then undergoes the next step: Customer reply - accepted quotation confirmed and transmitted to workshop" (MSA_SAVETAT field = CLA).

- The return date of the workshop quotation is updated (MSA_DATEREPTRANS).

Workshop repair done - Update service

The customer service record is created in Yourcegid Retail Y2 and valued. Following the customer's acceptance, the repair is carried out. This update involves importing the

“Workshop repair done” step, as well as the final valuation of the repair. The fields available for update type "005" are as follows:

Note that one of the identification methods for the repair service is mandatory: Yourcegid item code or barcode.

The conditions and updates carried out are as follows:

- The customer service record must be set to "Quotation accepted", "Initial", or "Repair without quotation" (field MSA_SAVETAT = CLA/INI/RDS).

- The service record then undergoes the next step: Workshop repair done (field MSA_SAVETAT = RAE).

- The Workshop return date is updated (MSA_DATEREPARE).

Workshop repair not possible

The customer services record is created in Yourcegid Retail Y2 and valued. The customer has either accepted ore refused; repair is not possible. This update involves

importing the following step: Workshop repair not possible. The fields available for update type "006" are as follows:

The conditions and updates carried out are as follows:

- The customer service record must be set to "Quotation accepted and confirmed", "Quotation refused ", "Initial", or "Repair without quotation" (field MSA_SAVETAT =

CLA/CLR/INI/RDS).

List of available fields

MSA_NUMSAV

Customer service no.

MSA_REFEXTERNE

External reference

$$_MAJPARTIELLE = 004

List of available fields

MSA_NUMSAV

Customer service no.

MSA_REFEXTERNE

External reference

$$_PRESTATION

Yourcegid item code for the service

$$_CODEBARREPRESTA

Barcode of the service item

List of available fields

$$_ACOMPTE

Deposit paid

$$_PRIXACHAT

Purchase price

$$_DEVISEPA

Purchase price currency (store currency by default)

$$_PRIXVENTE

Selling price

$$_DEVISEPV

Selling price currency (store currency by default)

$$_MAJPARTIELLE = 005

List of available fields

MSA_NUMSAV

Customer service no.

MSA_REFEXTERNE

External reference

$$_MAJPARTIELLE = 006

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- The service record then undergoes the next step: Workshop repair not possible (field MSA_SAVETAT = RAI).

- Internal repair date is updated (MSA_REPAREDATE).

Repair done - Workshop re-shipment - Update service

The customer service record is created in Yourcegid Retail Y2, and the repair is carried out. This update involves importing the following step: Repair done - Workshop re-

shipment. The fields available for update type "007" are as follows:

Note: One of the identification methods for the item to repair is mandatory: Yourcegid item code or barcode.

The conditions and updates carried out are as follows:

The customer service record must be set to "Initial", "Quotation accepted ", or "Repair without quotation" (field MSA_SAVETAT = INI/CLA/RDS).

- The service record then undergoes the next step: Repair done - Workshop re-shipment (field MSA_SAVETAT = RAE).

- Update of the shipping date (MSA_DATEEXPEDITION).

- The customer service record is valued.

Workshop re-shipment - repair not possible

The customer services record is created in Yourcegid Retail Y2 and valued. The customer has either accepted ore refused; repair is not possible. This update involves

importing the following step: Workshop re-shipment - repair not possible. The fields available for update type "008" are as follows:

The conditions and updates carried out are as follows:

- The customer service record must be set to "Quotation accepted and confirmed", "Quotation refused ", "Initial", or "Repair without quotation" (field MSA_SAVETAT =

CLA/CLR/INI/RDS).

- The service record then undergoes the next step: Workshop re-shipment - repair not possible (MSA_SAVETAT field = REI).

- Update of the shipping date (MSA_DATEEXPEDITION).

Repair done - Workshop re-shipment - Supersede service

The customer service record is created in Yourcegid Retail Y2, and the repair is carried out. This update involves importing the following step: Repair done - Workshop re-

shipment. The fields available for update type "009" are as follows:

Note that one of the identification methods for the repair service is mandatory: Yourcegid item code or barcode.

List of available fields

MSA_NUMSAV

Customer service no.

MSA_REFEXTERNE

External reference

$$_PRESTATION

Yourcegid item code for the service

$$_CODEBARREPRESTA

Barcode of the service item

List of available fields

$$_ACOMPTE

Deposit paid

$$_PRIXACHAT

Purchase price

$$_DEVISEPA

Purchase price currency (store currency by default)

$$_PRIXVENTE

Selling price

$$_DEVISEPV

Selling price currency (store currency by default)

$$_MAJPARTIELLE = 007

List of available fields

MSA_NUMSAV

Customer service no.

MSA_REFEXTERNE

External reference

$$_MAJPARTIELLE = 008

List of available fields

MSA_NUMSAV

Customer service no.

MSA_REFEXTERNE

External reference

$$_PRESTATION

Yourcegid item code for the service

$$_CODEBARREPRESTA

Barcode of the service item

List of available fields

$$_ACOMPTE

Deposit paid

$$_PRIXACHAT

Purchase price

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The conditions and updates carried out are as follows:

The customer service record must be set to "Initial", "Quotation accepted ", or "Repair without quotation" (field MSA_SAVETAT = INI/CLA/RDS).

- The import supersedes all service lines. All services must be included in the file to import. Those which were initially present and not resent are lost.

- The service record then undergoes the next step: Repair done - Workshop re-shipment (field MSA_SAVETAT = RAE).

- Update of the shipping date (MSA_DATEEXPEDITION).

- The customer service record is valued.

Customer Orders - Contents

The principle of the customer orders module is simple. A customer comes to the store and finds that the item that he or she wants to purchase is not available in the store. The

salesperson enters an order for the customer via the Sales receipts module in the Front-Office. The customer can pay a deposit to confirm the order. When the order is

confirmed, the paid deposit is added to the receipt with the reference of the order in question. At this step, the document type entered is a customer order (CC) that is

transferred to the Headquarters immediately. When the ordered item is received by the Headquarters, they generate an available order that is sent to the store. At this step, the

document type is no longer a customer order (CC), but an available order (CDI). When the customer returns to the store, and is identified at the cash register, a message alerts

the salesperson that the ordered items are available.

General settings

Defining register settings

Defining shipping fees

Configuring the store

Configuring loan management

Keeping the tax inclusive selling price for the item

Keeping the same salesperson during the whole transaction

Defining search methods for available orders

Managing access rights

Customer orders in Front Office

Creating a customer order

Managing customer orders in Front Office

Delivering an order to the customer

Generating an available order from a customer order directly in the store

Validating a transfer notice in the store

Closing a customer order or an available order

Paying deposits

Customer orders in Back Office

Processing customer orders

Managing customer orders in Back Office

Managing available orders in Back Office

More about customer orders

Additional information

General Settings for Customer Orders

Defining register settings

$$_DEVISEPA

Purchase price currency (store currency by default)

$$_PRIXVENTE

Selling price

$$_DEVISEPV

Selling price currency (store currency by default)

$$_MAJPARTIELLE = 009

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Back Office: Settings - Front Office - Register - register record/Services tab

Front Office: Settings - Registers - Registers - register record/Services tab

Authorizing the management of customer orders

To enable the management of customer orders, tick the Customer order management checkbox.

Once this management authorized, the [Customer services/Customer orders] button appears on the sales transaction entry screen.

Defining the amount of the deposit payment and the rounding

This step is optional as you can create a customer order without asking for a deposit payment. If this is the case, just ignore this step. If you want to handle the payment of

deposits for your customer orders, then define the following configuration:

- Define in the "Register operation" field the register operation corresponding to a deposit payment (VA) for a customer order. It is the amount the customer will pay when he

passes the order.

The "%due - Customer orders" field specifies the amount of the percentage the customer must pay for the order.

The "Rounded" field is used to select the type of rounding to apply.

Defining shipping fees

If you want to collect the amount corresponding to shipping fees, the latter must be configured as follows:

Defining shipping fees

Back Office: Settings - Management - Freight and expenses

Click the [New] button to create a record, and populate the various fields used to calculate the expenses to apply to items.

Enabling freight and expenses for customer orders

Back Office: Settings - Documents - Documents/Types

Select type Customer order (CC) and go to tab Miscellaneous. Tick the "Open expenses at end of data entry" checkbox, and validate.

When the operator enters a customer order, the Freight and expenses window appears where the operator may select the amount matching the expenses to collect.

Defining store settings

Back Office: Basic data - Stores - Stores

At least one store of the type Headquarters must exist, which will act as a sender store for transferring items (between the Front Office and the Back Office.) This is defined

in the store record. Open the record of the store that will be the sender store for the item transfer.

In the Contact information tab of the record, select "Headquarters" for the "Type" field. Check that this setting has been taken into account by opening in the Back Office the

Processing command via Sales - Retail sales - Customer orders.

The Settings tab of the window displays the store of the transfer you have just defined.

Defining remainder management

Back Office or Front Office: Settings - Documents - Documents/Types

This configuration enables the operator, in the case of partial delivery to the customer to determine whether the order will be closed.

Example:

Let us assume that the store receives only 2 items out of the 3 ordered by the customer.

- The remainder management is enabled: When generating the available order, the customer order still remains in progress to enable the future receipt of the quantity still to

receive.

- The remainder management is disabled: When generating the available order, the customer order is closed automatically, and only the quantity effectively received will be

delivered to the customer. However, if need be, a new customer order can be entered.

Procedure used to enable or disable the remainder management

When the document type window is displayed, select the Customer order type (CC), then select the Inventory tab.

Depending on whether you want to support the remainder management, tick or not the Remainder management checkbox.

This setting will be taken into account as soon as you reconnect. Perform the same operation for the Available order type (CDI).

Keeping the tax inclusive retail selling price of the item for the customer order

The following settings allow you to obtain the retail selling price for the item inclusive of taxes when entering a customer order.

In the customer record

Back Office: Basic data - Customers - Customers

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In the Front Office, customers must be configured as Individual customers (see tab General), and “Tax excl. invoicing” field must be unchecked (Conditions tab).

In the document types

Back Office: Settings - Documents - Documents/Types

In the Employee tab, the type of the sales representative must be set to "All":

In the Valuation tab:

- The Invoicing type option must be set to "Customer invoiced".

- The Proposed price option must be set to "Selling price".

- If retail price lists are used, the Use price list when calling price checkbox must be ticked.

In the company settings

Back Office: Administration - Company - Company settings - Commercial Management/Default settings

Just remind: When the "Third-party with tax excl. invoice by default" company setting is checked, customers are created in Tax exclusive invoicing mode by default.

Keeping the same salesperson during the whole transaction

Back Office: Settings - Documents - Documents/Types

It may happen that the salesperson who created the order is not present in the store to deliver the order to the customer There is a setting that allows you to keep the

salesperson, who initiated the order, in the sales line when the product is delivered to the customer.

For document types Available order (CDI) and Receipt (FFO), tick the "Keep the salesperson from previous document" checkbox available in the Employee tab.

Moreover, exceptions per store can be defined via the [Additions - Per store additions - tab General] button.

Defining search methods for available orders

Back Office: Administration - Company - Company settings

A company setting defines the search method for available orders. Click here for further information.

Managing access rights

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

Activate the following access rights for the user groups of your choice:

Menu (26)—Concepts - Commercial management/Document entry

The options on this menu allow users to perform the following:

- View customer orders in notice validation

- Generate available orders in notice validation

Menu (102)—Sales - Retail sales/Customer orders

The options available on this menu allow you to authorize the relevant user groups to carry out the following actions in Front Office:

- Query orders

- Query order lines

- Modification

- Processing

- Query available orders

- Query available order lines

- Close available orders

Menu (107)—Sales receipts - Access rights/Customer services

- Create a customer order: This option allows you to authorize the relevant user groups to enter customer orders on the register.

- Search for an available order: This option allows you to authorize the relevant user groups to search customer orders on the register.

- Authorize an order available in another store: This option allows the user to process available orders from another site.

- Change the salesperson of a recovered document line: This option allows you to force the change of the original salesperson in the case where the salesperson who initiated

the order is different from the person who delivers the order to the customer.

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Menu (109)—Customers - Customer orders

The options available on this menu allow you to authorize the relevant user groups to perform the following actions in Front Office:

- Enter customer orders

- Query by document

- Query by line

- Modify customer orders

- Edit customer orders and inventories

- Generate available orders

- Query available orders by document

- Query available orders by line

- Modify available orders

- Close available orders

- Close customer orders

Customer Orders in Front Office

Creating a customer order

Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].

Procedure

1. Create or search for the customer who wants to pass an order.

2. Click on the [Customer services - Customer orders - Enter an order] button.

The customer order displays with the name of the customer.

3. Enter the items to order, their quantities and possible comments.

A delivery date may be mentioned too.

4. Once validated, the order will be printed in report or receipt format.

The receipt entry window will appear and display a deposit amount to pay.

This amount is calculated according to the settings defined in register settings.

5. At this point, you can:

- finalize the order and collect deposits or not;

- proceed with the sales transaction if the customer wants to make other purchases in addition to the order.

Warning!

If freight and expenses have been defined, a window displays and prompts the operator to select the expenses to add to the order.

6. Once the order validated, the purchase order is printed out, either in report format or receipt format.

The customer order is created (document type CC.) CC).

7. After validating the order, a Deposit payment line appears as a financial item in the lines of the receipt.

The amount specified corresponds to the percentage defined in the register settings.

Note that the customer order can be passed via the Customers module - Customer orders - Enter.

Managing customer orders in Front Office

Query customer orders

Front Office: Customers - Customer orders - Customer orders - Query

Customer orders can be viewed by document or by line.

Modify customer orders

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Front Office: Customers - Customer orders - Modify customer orders

You can modify a customer order in Front Office at any stage, as long as the order hasn’t been processed.

Edit customer orders and check inventory level

Front Office: Customers - Customer orders - Edit customer orders and inventory

This feature is used to review the customer orders in progress and assess the available inventory according to various item or customer criteria.

Upload customer order to Headquarters

Orders are uploaded immediately.

Query available orders

Front Office: Customers - Customer orders - Available orders

Available orders can be viewed by document or by line.

Delivering an order to the customer

Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].

Once the Headquarters have processed the customer order and generated the transfer, the order is available in the store and can be handed out to the customer when he comes

to the store.

Available order with an identified customer

1. Search for the customer who passed an order.

The following message displays: “The items ordered by the customer are now available. Do you want to hand them over?”

2. If the answer is YES, a list displays where the operator can select the customer's order.

Please note!

If the operator selects an order that does not belong to the customer selected previously, the following question prompts the operator to confirm the selection: “The customer

associated with the available order is not the customer associated with the receipt. Do you want to proceed?”

Once the customer selected, the order lines are integrated with the current sales receipt.

3. When entering the sales receipt, the salesperson reminds the customer of any deposits that may have been paid when the order was created.

The customer can then complete the payment.

4. The order is then closed whatever the quantity delivered to the customer.

Note that the order can also be retrieved via the [Customer services], option Customer orders - Search for an available order.

Available order with a fictitious customer

You can search for an available order without identifying its customer. Therefore, the search by reference feature must be enabled (refer to Company Setting “Search by

reference” in the Front Office Tab.)

In the sales transaction entry screen, click the [Customer services - Search for an available order]. The “Search for available documents” displays and allows you to find

a document by its reference; or via a multicriteria search.

Generating an available order from a customer order directly in the store

Most often, the generation of available orders from customer orders is performed in the Back Office. However, it is possible to process these orders directly in the store by

providing the items the customer has ordered:

- By validating a delivery notice or a transfer notice from the Headquarters. This will update inventory and make ordered items available.

- By generating an available order directly in the store, without any reference to a delivery or a transfer (for example, in the case where the store did not have time enough to

validate the notices.)

Generating an available order by validating a delivery notice or a transfer notice

Front Office: Management - Transfers - Validate transfer notices

Front Office: Management - Receipts and returns - Validate delivery notices

When validating a transfer notice or a delivery notice (not linked to a customer), a check allows you to verify the existence of customer orders relating to the items received:

The salesperson can then view the customer orders in question, and generate the associated available orders.

Generating an available order directly

Front Office: Customers - Customer orders - Generate available orders

This feature allows you to make the customer order immediately available in the store, even if the store did not have time enough to validate its transfer or delivery notices.

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The list returning the orders displays them line by line; this means that you may have as many lines as various items composing the order. However, the available order is

generated by document

Search for the order you want to make available and open it by double-clicking on the appropriate line.

Once the order displayed, specify in column Quantity the quantity effectively received and validate.

Whether you handle remainders or not, the order will remain in progress or be closed automatically.

Validating a transfer notice in the store

Front Office: Management - Transfers - Validate transfer notices

If the store itself validates its transfer notices, the created notice must be validated as any other usual transfer notice.

Closing a customer order or an available order

Front Office: Customers - Customer orders - Close orders

In cases where a customer never comes back to collect the order, whether the items are received in the store or not, it is possible to close the customer orders and/or available

orders. This renders the selected available orders inactive.

Paying deposits

Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].

This feature is used to resume a customer order for which you want to pay deposits afterwards.

1. Press the [Customer services], option Customer orders - Payment of deposits, and then search for the customer who passed the order.

The Selection of customer orders window displays and enables the selection of the order for which you want to pay deposits.

Once the order selected, the Sales transaction entry screen appears again.

2. Specify the amount corresponding to the deposits and the payment method used, and validate.

The receipt is then printed.

Customer Orders in Back Office

Processing customer orders

Back Office: Sales - Retail sales - Customer orders - Processing

This feature is used to process the customer order to pass it from status "Customer order" to "Available order". It also handles the required inventory transfers.

Create an available order

1. After a multiple criteria search, the screen displays the list of the customer orders that match your search criteria.

2. Run the process by double-clicking on the order.

The order opens allowing you to complete the quantities to be transferred to the store.

3. Once validated, a new document is created

It is an available order (of document type CDI).

Generate transfers

After the creation of the available order:

- If the store validates its transfer notices; a sent transfer (document type: TEM) and a transfer notice (document type: TRV) are created.

- If the store does not validate its transfer notices, a received transfer (document type: TRE) is created.

Once the available order and transfers have been generated, the customer order is no longer active (if it has been processed in its entirety.) It is therefore no longer possible to

view it as a current customer order. Only the available order can be viewed.

Managing customer orders in the Back Office

Query customer orders

Back Office: Sales - Retail sales - Customer orders - Query

Customer orders can be viewed by document or by line.

Modify customer orders

Back Office: Sales - Retail sales - Customer orders - Modification

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After a multiple criteria search, the screen displays the list of the customer orders that match your search criteria. You just have to open the order of your choice to modify it.

Managing available orders in the Back Office

Query available orders

Back Office: Sales - Retail sales - Customer orders - Query available orders

Available orders can be viewed by document or by line.

Downloading available orders to the store

Available orders and their corresponding transfers are downloaded immediately.

Close an available order

Back Office: Sales - Retail sales - Customer orders - Close available orders

In cases where a customer never returns to the store to collect his/her order, it is possible to close the available order. This renders the selected available orders inactive.

Additional Information

Link between receipt and customer order

There is no link between the receipt and the customer order. The modification of one document has no impact on the other.

For example, if a receipt is cancelled, the order will not be cancelled. In the same way, if the amount of the order is modified, the deposit amount in the receipt will not be

changed.

Information on transfers

The transfer includes the following information:

- The third party of the transfer is the customer concerned by the transfer.

- The transfer is valued based on the purchase price defined in the document type settings.

Inventory

Once the items have been received, the salesperson validates the transfer notices, which triggers an update of the store’s inventory. These items are accounted for in the store’s

current computer inventory. They are not reserved from the point of view of the information system. However, the salesperson can physically label the items by attaching the

purchase order to them, or by placing them on a specific rail.

Once the transfer is validated, the salesperson is alerted that the merchandise is intended to fulfill a customer order. The salesperson can then inform the customer that the

order has arrived.

Stockout

The stockout is no longer calculated for the receipt lines originating from an available order.

Customer Reservations - Contents

In Yourcegid Y2, one or more items can be reserved by a customer for a later purchase. Unlike in customer orders, items are actually present in store inventory, but customers

will make their purchase later. Items are reserved until the customer returns. The customer can pay a deposit to confirm the reservation. When a reservation is confirmed, the

deposit is added to the receipt with the reference of the reservation in question. Once a customer reservation is validated, items can be recovered in various ways:

- Several reservations can be recovered in one operation on the same sales receipt.

- Some of the reserved items can be recovered now and others later by a customer, or they can be closed if the customer does not return.

Various analyses such as dashboards, are used to track these reservations.

General settings

Defining register settings

Defining remainder management

Defining search methods for available reservations

Access rights management

Customer reservation management

Creating a customer reservation

Delivering a reservation to a customer

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Additional Actions and Information

Additional actions (query, modify, close reservations)

Additional information (status, shortage, analyses)

Customer Reservation Settings

Defining register settings

Back Office: Settings - Front Office - Register - register record/Services tab

Front Office: Settings - Registers - Registers - register record/Services tab

Authorizing reservation management

To enable the management of customer reservations, check the “Customer reservation management” checkbox. Once this management authorized, the [Customer

services/Customer reservations] button appears on the Sales transaction entry screen.

Defining the deposit amount and rounding

This step is optional, as you can create a customer reservation without asking for a deposit. If this is the case, just ignore this step. If you want to handle the payment of

deposits for your customer reservations, then enter the following fields:

- Register operation: enables you to define the register operation corresponding to a deposit payment (VA). This is the amount a customer puts down when reserving items.

- % due - Customer reservations: specifies the amount of the percentage the customer is to put down for the reservation.

- Rounded: used to select the type of rounding to apply.

Defining reservation periods

The “Number of authorized days” field is used to limit the reservation period by proposing an expiration date when the items are reserved. However, a reservation is still

considered in progress, as long as it is not closed by the operator (please refer to Close/Reopen a reservation".)

Defining remainders

Back Office or Front Office: Settings - Documents - Documents - Types

This configuration enables the operator, in the case of partial delivery to the customer, to determine whether the reservation will be closed.

How it works

A store receives only 2 items out of the 3 reserved by the customer:

Remainder management enabled: at the cash register, when the customer comes to the store to pick up the reserved items, a message will ask the salesperson if they want to

keep the remainder of the reservation.

- If the answer is YES, the reservation of the missing item will stay active for a later purchase.

- If the answer is NO, the reservation for the missing item will be closed.

Remainder management: when a customer comes to pick up the reserved items, the reservation for the missing item will close automatically.

Procedure used to enable or disable remainder management

When the document type window is displayed, select the Customer reservation type (RDI), then select the Inventory tab. Depending on whether you want to support

remainder management, you can tick the “Remainder management” checkbox and save. This setting will be taken into account as soon as you reconnect.

Defining search methods for available reservations

Back Office: Administration - Company - Company settings

A company setting (go to Commercial management/Front Office) defines the search method for available reservations. Click here for further information.

Access rights management

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access - Access right management

Activate the following access rights for the desired user groups in the following menus:

Menu (102) — Sales - Retail sales/Customer reservations

The options available on this menu allow you to authorize the relevant user groups to carry out the following actions in Front Office:

- Query by document

- Query by line

- Modify customer reservations

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- Close customer reservations

- Reopen customer reservations

Menu (107)—Sales receipts - Access rights/Customer services

- The "Create a customer reservation" line allows you to authorize the relevant user groups to enter reservations on the register.

- The "Search for a customer reservation" line allows you to authorize the relevant user groups to search for customer reservations on the register.

Menu (109)—Customers - Customer reservations

The options available on this menu allow you to authorize the relevant user groups to perform the following actions in Front Office:

- Query by document

- Query by line

- Modify customer reservations

- Close customer reservations

- Reopen customer reservations

Customer Reservation Management

Creating a customer reservation

Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].

Customer reservations are entered directly in the sales receipt window, using the [Customer services/Customer reservations/Enter a reservation] button in the toolbar. A

specific button can also be created on the touch pad. This is a “Function-type” button, corresponding to the Enter customer reservation function.

Note that a customer reservation can also be placed via Customers - Customer reservations - Customer reservations - Enter.

Procedure

Create or search the customer you wish to make a reservation for, then press the [Customer services - Customer reservations - Enter] button. The Customer reservations

window will come up with the customer name.

Enter the items to reserve, quantity and any comments. An expiration date calculated according to what had been set in Register settings, will be proposed by default but may

be changed.

Once validated, the reservation will be printed in report or receipt format.

The receipt entry window will appear and display a deposit amount to pay. This amount is calculated according to the settings defined in register settings. At this point, you

can:

- finalize the reservation and collect deposits

- proceed with the sales transaction if the customer wants to make other purchases in addition to the reservation.

Delivering a reservation to a customer

Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].

Available reservation with an identified customer

Search for the customer who made a reservation. The following message displays: “The customer has reserved items. Do you want to give them to him?” If the answer is

YES, a list displays one or more reservations made by the customer. Select the desired reservation. The reservation lines are integrated with the current sales receipt. Please

note that if the customer has several reservations, all the documents can be retrieved to complete the sale in a single operation.

During the transaction, several options are proposed.

- If the all the quantities specified in the reservation are purchased by the customer, the reservation will be closed, and therefore can no longer be queried as a current

reservation.

- If the quantities specified in the reservation have been changed (i.e. decreased because entering a larger quantity is not authorized), and if the store supports remainder

management, a message will prompt the salesperson if they want to close the reservation.

- If the answer is NO, the reservation is considered to still be valid and can be later retrieved to be closed.

- If the answer is YES, the reservation will be closed, and therefore can no longer be queried as a current reservation.

When entering sales receipts, the salesperson will remind customers of any deposits that may have been paid when the reservation was made. The customer can then complete

the payment.

Available reservation with a fictitious customer

You can search for a reservation without identifying its customer. Therefore, the search by reference feature must be enabled (refer to Company Setting “Search by reference”

in the Front Office Tab.)

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In the sales transaction entry screen, click the [Customer services - Search for a reservation]. The “Search for available documents” displays and allows you to find a

document by its reference; or perform a search via a multicriteria search.

Additional Actions and Information

Additional actions

Querying customer reservations

Front Office: Customers - Customer reservations - Customer reservations - Query...

Back Office: Sales - Retail sales - Customer reservations - Query...

The query of customer reservations can be performed by document or by line.

Modifying customer reservations

Front Office: Customers - Customer reservations - Modify customer reservations

Back Office: Sales - Retail sales - Customer reservations - Modify customer reservations

After a multiple criteria search, the screen displays the list of the customer reservations that match your search criteria. You just have to open the reservation of your choice to

modify it.

Closing/Reopening customer reservations

Front Office: Customers - Customer reservations - Customer reservations - Close or reopen customer reservations

Back Office: Sales - Retail sales - Customer reservations - Close or reopen customer reservations

In cases where a customer never returns to the store to recover the reservation, it is possible to close it. This renders the selected reservations inactive. However, you can

reopen a closed reservation to make it active again. This procedure is called "Reopen a reservation".

After a multiple criteria search, the screen displays the list of the customer reservations that match your search criteria.

Select one or more reservations and press the [Close/Reopen] button.

A message will prompt you to confirm your choice. According to the operation selected, the reservation is closed or reopened.

Managing expiration dates

Front Office: Sales receipts - Daily operations - Opening and Closing

When the registers are opened or closed each day, a message alerts the salesperson of any reservations that have passed their expiry date and can therefore be closed. An alert

can be triggered to list all reservations that have reached their expiration date (See Interactive Alerts).

Additional information

Reservation status

The various search screens propose new criteria to search a reservation by its expiry date and/or its status. A reservation may have more than one status, as show below. This

enables you to know the percentage of reservations which result in actual sales:

- In progress: reservation is saved, pending the return of the customer.

- Delivered: the items have been delivered; the reservation is no longer active.

- Canceled: the reservation has been canceled.

Shortages

Stock shortages are not calculated for the receipt lines originating from a customer reservation.

Queries and analyses

For any query about reservations, the document type to select is RDI - Customer reservation.

Countermark Management - Contents

There is clear and direct link between customer orders and purchase orders, as illustrated by the following scenario:

- The customer has just made a store purchase: a customer order has been entered.

- If the merchandise is not available in-store, a purchase order is generated directly based on this customer order.

- When the supplier delivers the order, the customer order is closed and the merchandise will be available to the customer.

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General settings

Managing countermarks

Activating stores

Activating the items concerned

Configuring inventory shortage calculations

Managing access rights

Countermark status display

Various countermark status types

Configuring status display for customer orders

Entering a customer order in Front Office

If the item is not in stock

If the item is in stock

Receipt of a purchase order

Partial or complete receipt

Countermark Settings

Managing countermarks

Back Office: Administration - Company - Company settings

Go to Commercial management/Documents - processing, and tick the “Countermark” company setting. By default, this option is not ticked.

Activating Stores

Back Office: Basic data - Stores - Stores

Countermark must also be activated at store level by checking the "Countermark management" box available in the Miscellaneous tab.

If it is checked, the "Propose the generation of the purchase order when validating the customer order" option will automatically create the purchase order following validation

of the customer order. Items will be grouped according to the main supplier, and a purchase order will be created for each supplier with the requested items.

Activating the items concerned

Back Office: Basic data - Items - Items

Likewise, the countermark must be activated for each item concerned, by checking the "Manage as countermark" box available in the Characteristics tab found in the item

record.

Configuring inventory shortage calculations

Back Office: Settings - Documents - Documents/Types

Inventory shortages must be managed for documents of type Customer order (CC). To do this, you must select “Physical” for the "Inventory shortage calculation" field in the

Inventory tab.

Managing access rights

Back -Office: Administration - Users and access - Access right management

The access rights affected by this function are located in Menu 102 – Sales. You may authorize or deny other users access to the following items:

- Generation/Process countermark lines

- Trade sales/Cancel countermark lines

Countermark Status

Various countermark status types

This chart lists the various countermark status types.

Icon

Status

Meaning

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The customer order status will be visible if the required configuration has been done.

You can configure icon display or even status display for customer orders, as shown in the chart above. This configuration can be done from:

- Input lists: the icon will be displayed on the order line directly

- Document types: in this case, the countermark status (not the icon) will appear in the lower right section of the customer order

Configuring the status display for customer orders

Configuring the icon display for customer orders

Back Office: Settings - Documents - Documents/Input lists

When dealing with customer orders, this setting enables you to directly display the countermark status on the item line in the form of an icon.

Once you have clicked the [Open data entry list], select the Customer order list. Click the Countermark status field in the Available fields window and drag it to the main

screen to display the column with the others. Validate.

Configuring the status display for customer orders

Back Office: Settings - Documents - Documents/Types

When dealing with customer orders, this setting enables you to display the countermark status in the lower left side of the document, and not on the order line. Therefore,

select the Customer order document type (CC) and open the Info line tab. Select Countermark status info and validate.

Entering a Customer Order in Front Office

Front Office: Sales receipts - Sales - Enter transaction - button [Customer Services - Customer order].

Front Office: Customers - Customer orders - Customer orders/Enter

If the item is not in stock

When entering a customer order in Front Office, and the relevant item is not in stock, you will be prompted to change the line to a countermark line:

Warning!

The entire order line will be converted to a countermark line, and not just a partial quantity.

If the user checks YES after finishing input, a new message will be displayed proposing automatic creation of the countermark order, according to store settings.

When the user validates this request, items will be grouped according to the main supplier and a purchase order will be created for each supplier with the requested items.

When the customer order has been printed, a summary will be displayed.

The purchase order includes the same information as the customer order, with adjusted prices (purchase prices or price lists).

The customer order will use the countermark information in the customer order: in this case, the table for document links will be used with a "countermark" type link. This

means that you can link a purchase order and a customer order.

The purchase cycle then takes place as usual with the countermark status of the document preserved.

After the supplier receipt has been generated, the available order will be created.

Processing countermark lines

Back Office: Sales - Generation - Process countermark lines

The screen will display customer orders according to the criteria of your choice. Several actions may be performed in this screen:

- Change the countermark supplier for a group of countermark lines.

- Generate purchase orders, if this was not already carried out when the customer order was entered.

- Cancel countermark lines.

If the item is in stock

A customer order can be entered when the merchandise is already in stock. In this case, countermark creation will not be automatically proposed in this screen. However, the

countermark can be forced using the [Additional actions/Line addition] button. Open the Information tab, and check the desired information in the Countermark area:

- Not checked, grayed out – the item is not available as a countermark item

Blue flag

Countermark request

The customer order has been created, but has not yet been

converted into a purchase order.

Yellow flag

Order generated

The purchase order is generated from the customer order.

Green flag

Order delivered

The purchase order was generated on receipt, and the available

order was generated.

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- Not checked, modifiable – the item is not currently a countermark item, but may become one.

- Checked, modifiable – the item is currently a countermark item, but this request may be canceled.

- Checked, grayed out – the countermark order was already generated.

The supplier that is retrieved by default is the main supplier for the item.

This screen also allows you to modify the supplier of the item in the document line. This is the supplier that will be used for generating the purchase order.

Partial or Full Receipt of a Purchase Order

Back Office: Purchases - Generation - Receipt of goods

Full receipt of a purchase order

The countermark status of purchase documents will be retrieved when generating the supplier receipt from the purchase order. The customer order will be directly converted

to an available order.

The countermark status of the customer order is therefore deemed to be "delivered".

The available order is assigned this status, indicating that it is a countermark order.

Partial receipt of a purchase order

The available order uses the quantity received from the supplier. The original customer order is closed. A message informs the salesperson that this quantity does not match

the expected quantity.

Loan Management - Contents

The objective of this module is to loan merchandise to a customer and manage an expected return date. It provides an option that allows you to withdraw an item from

inventory, and print a document that will be given to the loan customer. The expected and actual return dates will be saved, in addition to the usual document data. There are 3

types of loan return transactions: Return of loaned merchandise, Loss of loaned merchandise, and Sale of loaned merchandise.

Please note!

The Loan Management module is subject to serialization and is available only in a multi-warehouse environment.

General settings

Creating loan management methods

Setting the default management method

Creating movement reasons

Activating movement management reasons in documents

Loan management settings

Managing access rights

Entering and closing loans

Entering loans

Closing loans (loan return, sale or loss)

Additional information

Analyses and statistics

Query and printing

Inventory, inventory count and items

Workflow

Configuring Loan Management

Creating loan management methods

Back Office: Settings - Stores - Loan management method

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This option enables you to determine the various types of loan management.

If these values are set to 0, the fields will not be taken into account. Once this step is completed, you will need to determine the management method for loans to be used by

default in company settings, as explained below.

Setting the default management method

Back Office: Administration - Company - Company settings

Open Administration/Distribution In the “CRM and clienteling” panel, the “Loan management” section will display the “Default management model”. Select the desired

default management model and validate. Note that the “Loan management” option will be automatically checked and grayed out following the serialization operation.

Creating movement reasons

Back Office: Settings - Documents - Movement reasons

Loan management requires loan management.

To create a new movement reason, click the [New] button and enter the required information. Of the following types of movement, only 3 are related to loan

management: They can be used only for PRT document type in headers and on lines.

Please note!

To ensure that the corresponding output can be created correctly, the value selected for the “Loss of loan” movement reason must be “Internal movements”.

Activating movement management reasons in documents

Back Office: Settings - Documents - Documents/Types

The PRT – Loan document type is used for entering loan documents. Open the Inventory tab and check the “Manage movement reasons” setting.

Configuring loan management

In warehouses

Back Office: Basic data - Stores - Warehouses

The warehouses used for loans must be loan warehouses. Open the desired Warehouse record and select the Contact Information tab.

Select the “Loan” option in the “Type” field and validate.

Loan management is dependent on the existence of a certain type of warehouse in the stores – a loan warehouse. All items contained in this type of warehouse are considered

loans. A special option is provided to allow you supply this loan warehouse, by transferring merchandise between the original warehouse and the loan warehouse. The

withdrawal of merchandise from the loan warehouse is carried out by means of various transactions: Return, Sale, or Loss.

In stores

Back Office: Basic data - Stores - Stores

Open the desired Store record, select the Miscellaneous tab. If loans are managed for the folder, the “Loan management” option must be activated for each store. The default

warehouse issuing the loan also must be entered. Another warehouse will be named, enabling you to enter the warehouse to be supplied when the loan is returned. Loaned

items may therefore be managed specifically or go to a verification status before being returned to store stock.

The previously defined loan management method must be entered. Default reasons for loss, loan, and return of loans may be specified to facilitate entry. Also enter the

settings related to printing loan return documents.

On cash registers

Back Office: Settings - Front Office - Register

A setting is present on each register to specify if the register manages loans. You can therefore designate the registers which manage loans. To activate this option, open the

desired Register record and select the Services tab. Check the “Management of loans” option and validate.

Fields

Description

Code and description

3-Alphanumerical character code, and 35-character description code

Default number of days (max)

Number of loan days by default, to be used in the loan document header. This may

be changed by users that have authorization and may not exceed the maximum

number of days configured.

Maximum number of items per

loan

This means the maximum number of items per loan document.

Maximum number of items per

customer

A maximum number of loaned items for each customer (in cases where several loan

documents have been entered for one customer)

Once a customer has been entered in a loan, a search will be carried out to check if

the customer has other loans in progress, or loans that have expired. This

information is displayed as a warning message for the salesperson.

A check will be done during validation to ensure that the maximum number of

loans per document and per customer has not been exceeded.

General terms

Field used to enter a user-defined comment.

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Note that you can define for each register an alert for loans whose theoretical date of return is expired. To activate this option, open the desired Register record and select the

Daily Operations tab. Check the “Alert on overdue loans” option and validate. During the daily opening, this option will enable you to display loans whose return dates are

due. You can also generate an alert for loans whose return dates are expired, in order to send this list to a manager. This option is set in Back Office module Administration,

Alert management menu. This is the standard alert CEG-PRETS.

Managing access rights

Back Office: Administration module - Users and access - Access rights management

Activate the following access rights for the desired user group:

Menu Concepts (26) – Commercial management/Document entry

The following options should be activated for user groups requiring access to these functions:

- Authorize modification of the warehouse issuing the loan

- Authorize modification of the lending period (in days)

- Authorize the loss of loaned merchandise

- Authorize modification of the return warehouse for a loan

- Modify the return date of a loan

Menu Sales (102) - Loans

The following menu options should be activated for the relevant user groups in Back Office:

- Enter

- Return

- Loss

- Query

- Detailed query

- Dashboard

Menu Settings (105) - Stores

The “Loan management method” option should be activated for the relevant user groups in Back Office.

Menu Customer (109) - Loans

The following menu options should be activated for the relevant user groups in Front Office:

- Enter

- Return

- Loss

- Query

- Detailed query

Entering and Closing Loans

Entering loans

Back Office: Sales - Loans - Enter

Front Office: Customers - Loans - Enter

The entry window displayed enables you to enter loans. You must enter the customer in the window’s header. Fictitious customers are not acceptable. The “Return date”

column will be displayed for each loan line. It is filled in by default, but may be modified.

When validating, a Loan type document will be created for the customer. When a transfer (TEM) to the loan warehouse occurs, the corresponding receipt of transfer (TRE)

will also be created. Creating a TEM or TRE is transparent for the user.

Once the loan has been saved, it can no longer be modified. The item must be returned before it can be loaned out again.

Note that this operation can also be accessed in Front Office in the “Sales receipt entry” window using:

- [Customer services - Enter a loan] button, available in the toolbar.

- keypad: if the corresponding button has been configured.

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Closing a loan

A loan is closed when declared returned, sold or lost.

Return of loaned merchandise

Back Office: Sales - Loans - Return

Front Office: Customers - Loans - Return

This case usually comes up when a customer returns the loaned item. The screen will display the list of current loans. The “Quantity remaining” column allows you to see the

lines awaiting returns.

Using the space bar, select the loan you are doing a return for and then click the [Generation of returns] button.

If you wish to select all screen lines with one click, use the [Select all] button.

The “Loan return” window will open : enter the salesperson, return reason, quantity (note that this may be different than the original), as well as any comments.

When validating this screen, a message will prompt you to print the return form. If the return is a complete return, the “Quantity remaining” column will display 0.

Note that this operation can also be accessed in Front Office in the “Sales receipt entry” window using:

- [Customer services] button, available in the toolbar. To use the “Loan return” option, it is recommended to first enter the customer name.

- keypad: if the corresponding button has been configured.

In addition, if you have decided to configure the “Alert on overdue loans” register option when the customer has been identified on the register, a message will be displayed

showing the list of current loans.

Sale of loaned merchandise

Front Office: Sales receipts - Sales - Enter transaction

The customer may purchase the item which was loan to him. In this case, the warehouse the item came from will be the loan warehouse. Enter the customer name in the sales

receipt screen.

Click the button and select the Customer loan - Sale of loan, to insert customer loans into the current receipt.

The items will be priced at the prices current at the time of the loan. You may modify this amount in the sales receipt screen, provided the salesperson has authorization.

Loss of loaned merchandise

Back Office: Sales - Loans - Loss

Front Office: Customers - Loans - Loss

In cases where the item has been lost, and the customer is not to be billed, a function is provided to allow you select the loans so that the inventory can be withdrawn from the

loan warehouse inventory. The screen will display the list of current loans.

Using the space bar, select the loan you wish to declare a loss for, then click the [Generation of returns] button.

If you wish to select all screen lines with one click, use the [Select all] button.

The “Loan return” window will open. Enter the salesperson, loss reason, quantity and a comment.

Items are withdrawn from the loan warehouse using a “Special output” (SEX) type document. Note that this operation can also be accessed in Front Office in the “Sales

receipt entry” window using :

- [Customer services] button, available in the toolbar To use the “Loan return” option, it is recommended to first enter the customer name.

- keypad: if the corresponding button has been configured.

Additional Information on Loan Management

Analyses and statistics

Loan dashboard

Back Office: Sales - Loans - Dashboard

This dashboard displays the status of each loan line, allowing you to obtain statistics on the number of current loans, ratio of returned loans, and average duration of loans.

Query and printing

Loan query and printing

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Back Office: Sales - Loans - Query and Detailed query

Front Office: Customers - Loans - Query and Detailed query

The query command displays the list of loans, based on numerous selection criteria.

The Detailed query command also allows you to display the loan status (loss, return, etc.).

The lists can also be printed by clicking the [Print] button.

Query the list of loans per customer

From customer record

The [Complementary data/List of loans] button allows you to view the customer’s loans.

Query due loans

In daily opening/closing window

You can also view the list of due loans, i.e. the loans whose return date is expired. This option is available only if the “Alert on overdue loans” setting is enabled (see Register

Settings.)

Printing a return voucher

Back Office: Basic data - Stores - Stores

It is possible to print a return voucher for loaned merchandise. This is defined in the Miscellaneous tab of the store record.

Inventory, inventory counts and items

Inventory query

If a store wants to view its available inventory, it can do so in the following ways:

- in each warehouse, for more information on available items. Items on loan can therefore be viewed.

- in the store stock, by cumulating inventory in certain warehouses

Loaned items are not cumulated, if the “Considered in the inventory of my store” option - available in the Contact information tab of the warehouse record - is not ticked,

Inventory management

Loan warehouses can be included in the valuation of inventory for annual inventories.

Item management

- with serial numbers: you will be prompted to enter the serial numbers when entering the loan. The same applies for return and sale transactions.

- consigned items: these items cannot be used for a loan.

Workflow

When processing a loan entry, a PRT type document is entered:

When a loan is returned, the loan document is updated. An inverse transfer will be done in order return the item to stock. The destination warehouse can be modified.

When processing the sale of a loan item (whether an actual sale or gift), the loan type document is updated. A sales receipt type sale will pull the item from stock.

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When an item has been lost, a loan document is updated. A special operation will pull the item from the loan warehouse.

A link between the generated movement and the loan document will be automatically created and associated at a later date. These stock movements are done automatically

and remain transparent for the user.

Address Verification - Contents

QAS is a tool provided by Experian to check address validity when entered. It offers a step-by-step method for finding and formatting addresses. The use of this tool enables

you to improve the quality of customer records in Yourcegid Retail Y2. The QAS Pro On Demand functions enable you to check:

- e-mail addresses

- street addresses (with the “Single Line - Flattened Mode” protocol)

- French mobile phones

Address verification is available for more than 200 countries.

The address verification must be serialized (refer to Customer Information Checking Connector - P30440.)

General settings

Company settings

Country record

Web Services

Address Verification and Reporting

Street address verification

E-mail and phone number verification

Reporting

Settings for Address Verification

Company settings

Back Office: Administration - Company - Company settings

Go to Commercial management/Customers-Suppliers and tick the options available in section Customer contact info connector.

Country record

Back Office: Settings - General - Country

Select the desired Country record and enter the options to activate the verification(s) desired.

Note that the value set for QAS must be entered in the Country Code field. FRX for France:

CEGID/QAS address format

The CEGID address format differs slightly from the AFNOR address format and must be specified in QAS as follows.

Example:

QAS line no.

Residential address

CEDEX address

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Web services

Back Office: Basic data - Stores - Stores

Open the desired Store record, select the Miscellaneous tab.

Check the [Use address checking] option and populate the options proposed: The [Check systematically when validating the customer record] option enables

you to automatically check customer record modifications. However, note that addresses of type “Does not live at specified address” and “Forced” will not be

subject automatically to QAS.

Note:

- The options are active only if the [Use address checking] option has been checked.

- These options will be visible only if the corresponding company setting has been checked (refer to Company settings).

- If no company settings have been checked, the entire panel will be invisible, including the [Use address checking] option.

To configure Web Service settings, go to the Miscellaneous tab in the Store record and click this button and populate the tabs described below.

Characteristics tab

The following data must be entered in order to ensure the web service functions correctly:

Example:

Configuring services for street and e-mail addresses:

Options tab

This tab is available in the customer services view, but for administrators only. It is used to determine additional settings such as defining the maximum number of addresses

to be returned by the QAS engine. To achieve this, set a value between 5 and 100 in Threshold.

Ms. Eloise Barberousse

CEGID

14 rue de la Libération

52 quai Paul Sedallian

78350

69279

JOUY EN JOSAS

LYON CEDEX 09

Fields

Description

Web service type:

Fixed value: the value in this case will be “Address checking;”

Web service code

The 3-letter code corresponds to a unique code that is assigned for this web

service.

Web service class

Indicates the address check service provider (always QAS Pro Web, in this case.)

Server address

URL to connect to the web service

Authentication type

For QAS Pro On Demand, two types of authentication are proposed:

- Identifier and Password: to specify

- Token: only a connection name is to be configured. The” Password” field is not

accessible.

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Example:

If you want to specify 50 as the maximum number of addresses to be returned by the QAS engine, specify the following in the input area: Threshold = 50

Address Verification and Reporting

Street address verification

Verification access: Customer records during document entry (billing/delivery addresses). Additional customer address entry (via the [Magnifying glass] button)

When settings configuration is complete and QAS has been activated, the street address will be verified. This will be done only if the customer site has a Web service.

Remember that address character length is as follows: 50 characters for address lines and 18 characters for the zip code.

Semi-automatic entry

If the address in the customer record has not been entered (i.e. the 3 address lines are blank), the following window will open when you position the cursor on one of the 3

address lines:

The fields present in this window depend on country settings. The same goes for search fields.

When this window is opened, the cursor will automatically be in the Street/Avenue field. This enables you to enter information progressively.

The country will be copied from the customer record. Note that this window will adapt itself according to the data entry format set for each country. You may enter data

partially.

The objective is to partially fill in the fields, enabling QAS to complete the rest. The address list returned by QAS will be displayed in the window.

In exchanges with QAS, Yourcegid Retail Y2 will prompt for a maximum of x number of addresses to return, avoiding a laborious search. X is a number from 3 - 100 and

may be customized via the Web Service Threshold option (refer to Web Services - Options tab).

When an address is validated, it will be copied to the customer record. Fields concerning addresses will be grayed out, only the 3rd field will be accessible.

Validity of address

The validity of the address allows you to inform about the status of the customer’s address.

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Automatic verification when modifying customer records

This check will be done if the following option has been checked: “Check systematically when validating the customer record.” Remember, this setting is available in the

Store record, Miscellaneous tab (refer to Web Services). The goal is to progressively check the addresses entered before the QAS module was acquired.

If an address has a “Valid” status when saving customer records, it will be subject to a QAS check. Status will be changed according to the results: If the address is verified, it

will take the “Address checked” status; otherwise, the previous status will be kept.

E-mail and Phone Number Verification

Verification access: Customer records during document entry (billing/delivery address). Additional customer address entry (via the [Magnifying glass] button)

Verifying an e-mail address during data entry

When an e-mail address has been entered or changed, a syntax check will be done by Yourcegid Retail Y2. If the address is valid, it will be subjected to QAS, which will

return the corresponding status:

- Address verified: The address will have this new status and valid until the next change or until the next manual status change.

- Address unverified: A window will display the error returned by QAS. The e-mail address will have the status of “Address unknown”. When an address in error has been

corrected, a double verification will be done: syntax via Yourcegid Retail Y2 and existence via QAS. You may continue entering a customer record without changing the

address. The address will remain at “Address unknown” status.

Types of e-mail verification

- E-mails are checked when changed. This verification only concerns the domain name (e.g. “mdupond@cegid.fr” will be accepted, but not “mdupont@kgfhdfj.com”).

- Calls will be made only if the e-mail format is correct for Yourcegid Retail Y2 (green light).

- Verification will be done according to the site displayed in customer records (General tab). A check will be done to see if the site manages QAS.

- If verification is positive, a green light will be given. Click on the light to change status or to perform a new QAS verification. The status will be saved if you save the

customer record.

Mobile phone number verification (France only)

The process is similar to e-mail verification.

Reporting

Information on verified addresses is stored in the customer dashboard and customer cube.

Dashboard

Back Office: Basic data - Customers - Dashboard

Check the “On confidentiality” option in the Customer tab. This will display the Confidentiality tab and criteria concerning the various checks (address, e-mail, telephone).

Cube

Back Office: Basic data - Customers - Reports/Cube

The “Status of controls” section in the Criteria tab enables you to select the type of verification desired (address, e-mail, mobile phone).

Fields

Description

Lives at the specified address

- Yes: This button is displayed if it is confirmed that the customer lives at the

given address.

- No: This button is displayed if the customer does not live at the specified

address (DNLSA)

Validity of this address

This section is displayed only for store that support address verification. Several

buttons are available depending on the case:

- [New address]: This button opens the QAS call window only with the country

from the customer record, if this information is known.

- [Not checked]: This means that the address could be checked by QAS when it was

entered.

This button will be displayed in the customer record.

- [Request for check]: This button opens the QAS call window with the address

from the customer record.

- [Checked]: The customer’s address was verified by QAS.

This button will be displayed in the customer record.

- [Force address]: Once the address has been checked, use this button to return to

the address entry in the customer record to make changes.

This button will be displayed in the customer record.

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Mobile Clienteling - Settings and Customization

Click here to display the document.

Mobile Clienteling - Operating

Click here to display the document.

Store Record - Warehouse Record - Contents

The store record is one of the basic elements of a folder. The information contained in the store record has a direct impact on document creation, various processes

(replenishment, inventory, inventory closure, etc.) and in particular on the analyses and statistics relating to all aspects of managing purchases, sales, inventory, valuations,

etc.

The documents must therefore be associated with a store. The analyses and statistics can then apply to a specific store, a selection of stores or a group of stores. They can also

be consolidated for all stores within the folder. The goal is to clearly identify the stores, and classify them by category, if necessary, for the purposes of organizing them into

groups. Another goal is to analyze the sales performance of each store, or each group of stores, and use this information to determine the sales strategy for upcoming seasons.

In addition, the store is also used as the basis for implementing User Restrictions. This involves specifying whether or not certain data can be viewed, according to the type of

store and user. This is particularly useful, for example, in the case of a distribution network made up of different store types, such as outlets and franchises.

Setup and overview of the Store/Warehouse record

Settings for the Store/Warehouse records

Overview of the Store/Warehouse records

Various tabs in the Store record

Contact information tab

Information tab

Additions tab

Third-party tab

Linked warehouses tab

Accounting tab

Store staff tab

Miscellaneous tab

Omni-channel sales

Replenishment tab

Delivered/picked up tab

User fields tab

Various tabs in the Warehouse record

Contact information tab

Information tab

Viewing warehouse inventory

Setup and Overview of the Store/Warehouse Record

The concept of store must not be confused with the concept of warehouse.

- Single warehouse management: By default, a Yourcegid Retail Y2 folder is mono-warehouse. In this case, only one warehouse corresponds to one store. Both concepts

overlap, and the store concept only is used everywhere in the folder.

- Management of multiple warehouses: However, you can opt for multi-warehouse folder management, in the company settings via Administration - Company - Company

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settings - Commercial management/Stores & warehouses. In this management mode, you may associate several inventory warehouses (physical or virtual) to the same store.

All of the screens for the folder refer to both warehouse and store, during document entry as well as in analyses, in order to allow for the selection of a warehouse within a

store.

Please note!

Once you change a folder from mono-warehouse mode to multi-warehouse mode, you cannot undo this. This is why it is imperative that you are sure it is necessary, before

making any changes.

Store record settings

Company settings

Back Office: Administration - Company - Company settings -

Go to Commercial management/Stores and Warehouses and populate the settings specified here.

Go to Commercial management/Inventory and populate the settings specified here, and specifically those relating to inter-warehouse transfers.

Store record fields

Back Office: Settings - Stores - Field settings

This feature allows you to define user fields to be displayed in the store record. Click here for further information.

Overview of the Store/Warehouse records

Back Office: Basic data - Stores - Stores

Back Office: Basic data - Stores - Warehouses

List of stores/warehouses

This allows you to display the list of existing customers, according to the specified sort criteria.

The [Expand list] button allows you to hide the selection criteria displayed at the top of the screen in order to free up space for display of the store list.

The [Search in a list] button allows you to carry out a refined search by record description.

The [Set up layout] button allows you to access the settings for the columns in the list in order to customize the information displayed for each record.

The [Export the list ] button allows you to create a file containing the records from the list. This list can then be retrieved using an office tool such as Word or Excel.

It is possible to create a new warehouse record by clicking on the [New] button.

The [Duplicate] button allows you to create a new record by copying the information contained in the current record, thereby speeding up the creation process.

The [Print] button prints the displayed list.

The [Open] button allows you to open the current warehouse record. You can also open a record by double-clicking on a line.

Toolbar in the warehouse/store records

Buttons common to both records

It is possible to create a new warehouse record by clicking the [New] button.

The [Contact] button allows you to access the list of contacts associated with the record.

The [Memos] button allows you to access the various photos or files associated with the record.

The [Duplicate] button allows you to create a new record by copying the information contained in the current record, thereby speeding up the creation process.

Buttons specific to the store record

The [Wizard for counter creation] button opens the wizard used for creating counters. This wizard allows you to assign a store-specific prefix to all counters used by a

store (for documents, payments, items, loyalty processes, customers, etc.) This prevents the duplication of codes in other stores and is also useful when registers associated

with this store are switching to standalone mode/.

The [Additions] button allows you to access the following submenus:

- Exception to the management of serial numbers – This submenu allows you to specify that an item which normally supports serial numbers (refer to Item Record) will not

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support them for this store.

- Exception on label template management – If a label template is defined for the item record, this store record submenu allows you to specify which other template will be

used for reports for this item and this store.

- Main supplier exception for replenishment: This option is linked to replenishment. It implements main supplier exceptions for the store. To create a new exception, use the

[New] button.

- Exception to batch management: This option will be available only if you have enabled batch management (refer to Batch Management.)

The [Additional information] button allows you to access the following options:

- The International customizations option allows you to access the additional settings for customizations (fiscal numbers, transfer prices, fiscal references, etc.)

- The Serial numbers in inventory option allows you to view the inventory for items managed by serial number in the store.

- The Settings for portable inventory input terminal option allows you to access specific inventory terminal (PIT) download settings for that store.

Buttons specific to the warehouse record

The [Stores using this warehouse] button allows you to view the list of associated stores, without modifying these.

This button is used to send an e-mail to the address specified in the e-mail field (contact information tab.)

Various Tabs in the Store Record

Back Office: Basic data - Stores - Stores

Contact information tab

This tab contains general information relating to the store in question:

Field

Description

Closed

Allows you to indicate that the store is no longer used. This is useful when creating

new documents, for example. When you close a store, it is not deleted. The document

history and information relating to this store will still be available.

Currency

This option allows you to select the currency to be associated with the store.

Stock exchange

Select the stock exchange to define the exchange rate between currencies to apply

when creating a document.

Type

Sets the type of the store (franchise, headquarters, etc.)

Subsidiary

You can modify the subsidiary of a store in the following situations:

- If the subsidiary store has no movements

- If the store has movements and the currency of the new subsidiary is the same as the

currency of the previous subsidiary

- If the store has movements, has not been associated with a subsidiary, and the

currency of the new subsidiary is the same as the currency of the folder

In all other cases, you need to use the wizard for the store subsidiary. You can access

this wizard in the Administration module - Maintenance - Modifying the subsidiary of

the store.

For further information about options relating to subsidiaries, please refer to the topics

about Subsidiaries.

Price list program

For further information, please refer to the topics about Price List Programs.

Price list type

Is used to select the price lists applicable in the store (Tax inclusive or Tax exclusive.)

Counter per store

Tick this option to display wizard for counter creation by store and fulfill the

following steps:

- Step 1/10: Select the store

- Step 2/10: Item code

- Step 3/10: Customer code

- Step 4/10: Link for payments

- Step 5/10: Loyalty

- Step 6/10: Document counters

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Information tab

This tab allows you to really customize the store record based on your specific needs. All of the information contained on this tab is user-defined and fully customizable.

- The titles of user-defined criteria can be configured via the Settings module - Stores (or Warehouses) - User-defined fields - titles.

- The contents of user-defined tables can be specified via the Settings module - Stores (or Warehouses) - User-defined tables.

- Or directly in the record via the button displayed next to the field.

The lower-right section of this tab functions as a notepad. By right-clicking on it, you can access basic word processing functions.

Additions tab

- Step 7/10: Link between documents

- Step 8/10: Event log

- Step 9/10: Customer services

- Step 10/10: Summary

The store is then correctly configured.

Managed on site

Although, this option is enabled in general, it is also possible to reference a store that

will be managed by an external tool and not by Yourcegid Retail Y2. In this case the

option will be unchecked.

Transfer price management

Activates transfer prices.

Serial numbers

This option allows you to indicate that the store supports the management of items

with serial numbers, provided you have purchased the relevant module (refer to Serial

Numbers.)

Packing management

This option allows you to indicate that the store supports the management of packages

when entering documents (refer to Packing.)

Automatic assignment of the

customer code

This option allows you to use specific customer coding for the store in question.

Validation of transfer notices

This option allows you to establish that store warehouses must validate transfer

notices sent to them. Since this option is required to configure direct transfers between

remote warehouses in the same geographical site, it will become activated and grayed

out in the store record when the following option has been checked in the subsidiary

record.

Reallocate reservations or

available orders in the case of

intra-store transfers

This option allows reservations or available orders to be transferred from one

warehouse to another when the merchandise is the object of an intra-store transfer (i.e.

from a store's warehouse to another warehouse of the same store).

Cust. Service management

This option allows you to define whether or not the store can use the features

associated with this module (refer to Customer Services.)

Generate and link inventory

movements and customer service

records

This option enables you to:

- create customer services records when items are transferred to certain warehouses

(Customer Services warehouse).

- generate inventory movements from a customer service record.

This setting is described in Managing Inventory Movements and Customer Services .

Managing quantities in customer

service records

This setting is described in Managing Quantity.

Manage lines at 0 in receipts

linked to customer services

records

When a service has not been billed to a customer, it will not appear in the register

screen and is not saved on the receipt. This setting enables you to change this behavior

so you can manage them the same way as lines with values.

Handle one customer services

record for the line

This setting is described in Managing Quantity.

Field

Description

Tax model / Tax system

These fields are essential as they define the method to be used for defining taxes in

documents for the store in question.

Payment account

This field allows you to specify a particular financial account for the store. This

account can then be used for accounting transfers, instead of the default account for

all stores.

Language for the accounting link

This field allows you to define the translation language for the accounting transfer for

each store, so that it can be matched to the language of the users of the store in

question. This allows the accounting interface to extract translated descriptions in the

interface records.

The descriptions are translated automatically in the language of the store when this is

different from the language of the folder. If a translation is not available, the

descriptions are extracted in the language of the folder.

The descriptions in question are listed below and can be translated using the data

translation module:

- Descriptions for payment methods and payment methods by store

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Sales receipts

Third-party tab

Linked warehouses tab

This tab is available if multi-warehouse management has been activated in the Company settings. It allows you to associate various inventory locations with the store. The

warehouse list will be updated when creating a new warehouse.

Please note:

- A store must be associated with at least one warehouse.

- The order of the warehouses on the list is important as it determines the order in which inventory is withdrawn when documents are entered, depending on the inventory

available.

Accounting tab

This tab is available if the Management of inventory closures module has been activated in the Administration module - Company - Company settings - Commercial

- Descriptions for register operations and register operations by store

- Descriptions and internal references for sales lines and payment methods

(Description for document types, Description and short text for the store, Description

and short text for the payment method.)

Loyalty campaigns

This field is usable if the Customer loyalty module has been purchased and

activated It allows you to assign a loyalty campaign to the store concerned.

Default warehouse for inventory

input

The field is only useful if multi-warehouse management has been activated. This field

is then used to specify the priority warehouse when new inventory is received.

Management of consigned items

This option is used if the module has been purchased and activated in the

Administration module - Company - Company settings - Commercial

management/Items. This option specifies whether the item type is managed by the

store (refer to Consigned Items.)

Systematic entry of recipient

warehouse for transfers

To display this option, you will need to check the “Displays the recipient warehouse”

option beforehand, in the Administration module - Company - Company settings -

Commercial management/Inventory.

Export sales - Tax incl. invoicing

This pane allows you to configure a markup/markdown rate for export sales (refer to

Export Sales).

Cost price profile

This field is used if the module has been purchased and activated in the

Administration module - Company - Company settings - Commercial

management/Inventory This field allows you to assign a specific cost profile to the

store in question.

2D barcode for labels

This option enables you to generate 2D barcodes on labels using the settings

associated to the store. If settings have not been set, the pictogram will not be printed

on the label.

Assortment criterion

This field is used if the Assortment inventory management option has been activated

in the Administration module - Company - Company settings - Commercial

management/Inventory. It allows you to assign an assortment type (refer to

Assortments) to the store in question.

RFID template

This field will be available if you have purchased and serialized the RFID (Radio

Frequency Identification) module. You may then configure it in Company settings -

Commercial management/External connections (refer to RFID).

Exclusion period for gift

certificates/cards

Is used to select the period in which gift certificates and gift cards will not apply (refer

to Settings for Gift Certificates and Gift Cards.)

Management of cashboxes

If the management of cashboxes is enabled in the company settings (Front-Office tab,)

it is then possible to authorize this feature at store level (refer to Cashbox

Management.)

Field

Description

Management of the final selling

price

This section is used to authorize the store to handle the concept of final price (for the

line and/or the receipt) as well as the associated markdown reasons. Defining

authorized reasons allows limiting the reasons usable in the store. The choice will be

made in the list of markdown reasons of type “Final selling price discount.” If an

option is ticked, a default reason is available but not mandatory It is used to specify a

default value if a final selling price is entered.

Safe discrepancy

This field is used for safe management; it associates the register operation of type Safe

discrepancy with the store.

Field

Description

Sales representative prefix

This field allows you to differentiate the various store-based codes for

salespeople/representatives.

Cashier management

This checkbox allows you to differentiate between sales representatives/cashiers on

the registers in the store in question.

Associated customer and

Associated supplier

If the corresponding functions have been activated, these fields are essential for the

invoicing of sales and/or transfers.

Default supplier

The specified supplier will be assigned automatically to all purchase documents

entered for the store in question.

Customer existence control

This pane allows you to activate the methods used for checking third-parties.

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management/Inventory accounting closure (refer to Accounting Closure.)

Store staff tab

This tab is available if you have purchased the “HR In Store Optimisation - Management of the store staff” module and activated in the Administration module - Company -

Company settings - Link to .Next module/HR Optimisation (refer to Store Staff).

Miscellaneous tab

This tab will be available if you have purchased and activated at least one of the optional modules (Address checking, Travel Retail and HRO for authenticating salespeople.)

Omni-channel sales

This tab will be available if you have purchased and activated the Omni-channel option (refer to Omni-Channel Management.)

Replenishment tab

Delivered/picked up tab

This tab is available if you have purchased and activated the Delivered/Picked up option (refer to Delivered/Picked up).

User fields tab

This tab enables you to manage an unlimited number of user-fields to be used in conjunction with user-defined tables (refer to User Fields).

Field

Description

Activate management of

forecasted schedule

This option allows you to manage the forecasted schedule in the Stores staff module.

Activate visa management

This option allows you to activate approval management when managing the schedule

for this store.

Activate clock-in/clock-out

management and Authentication

type

These options allow clock-in/clock-out processes and methods to be managed in Front

Office for store registers.

Store time slots and Standard days

These fields define the working hours for day shifts (morning-afternoon) and night

shifts .

Associated schedules and legal

holidays

These fields allow special events or bank holidays associated to the store to be taken

into account in the schedule.

Field

Description

Use address checking

These options allows you to configure various information required for checking

customer addresses (refer to Checking Customer Addresses.)

Airport

Activates airport management for the store (cf. Airports.)

Authentication of salespeople

These options allows you to define the security level and identification method for

sales representatives in the Front-Office. This setup supplements the one defined in

the company settings (refer to Salespeople Authentication.)

Loan management

These fields allow you to define the settings for the use of the loan module in the store

(refer to Loan Management.)

Batch management

These fields enable batch management (refer to Batch Management).

Manual selection sales conditions

During a sales transaction, the salesperson may manually select the sales condition

from a list. To display the relevant window upon cashing, you must also specify in the

Benefit tab of the sales conditions field “Display the message when cashing”.

Management of gift lists

This option is visible if the corresponding company setting is checked and active for

the subsidiary (if the store is associated with a subsidiary.) It will then be possible to

manage gift lists (for weddings, baby showers, birthdays...) for this store (refer to Gift

Lists.)

Countermark management

This field allows you to manage store countermarks (the countermark configuration is

done in Company settings - Commercial management / Documents - Processing). The

“Propose the generation of the purchase order when validating the customer order”

option activates a message which is displayed when entering orders to allow

generation of associated supplier order (refer to Countermark Management.)

Specific search priority

This allows you to specify whether other search priorities are to be used than those

defined in company settings.

Field

Description

Sender warehouse in

replenishment validation

This pane allows you to define the warehouses that are proposed by default for

transfer validations or supplier orders resulting from the processing of replenishments.

Replenishment settings

This pane will be visible only if the “Main supplier exceptions by item and store”

setting, found in Company settings - Commercial management/Stores and

Warehouses has been activated. The “Taking into account the main supplier

exceptions by item and store” option enables you to indicate that the store will take

the various suppliers into account other than the one shown in the item record. When

this option has been ticked, the exceptions will be set in the Store record toolbar via

the [Additions - Exceptions of main supplier for replenishment option] button.

Generation of purchase documents

These options are used to defined the number of lines or the amount from which the

document is split.

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Various Tabs in the Warehouse Record

Back Office: Basic data - Stores - Warehouses

Contact information tab

This tab contains general information relating to the warehouse in question.

Fields

Description

Closed

Allows you to indicate that the warehouse is no longer used. This is useful when

creating new documents, for example.

When you close a warehouse, it is not deleted. The document history and information

relating to this warehouse will still be available.

Type

Allows you define various types of warehouses, based on the following:

- Sales/Stockroom: enables you to manage several warehouses in a store (sales area,

sales window, stockroom 1, stockroom 2, etc.) This is a default value.

- Consigned: Allows you to manage suppliers’ consigned items, if you have purchased

and activated the corresponding module. Only one warehouse of this type exists per

store.

- Stockroom: This type of warehouse differs from the Sales/Stockroom warehouse in

that it is not possible to sell from this warehouse if there is insufficient inventory in

the other warehouses. But it is still possible to manually withdraw inventory from this

type of warehouse. However, you cannot sell from this warehouse in sales documents.

A previous transfer between this stockroom warehouse and a sales warehouse is

necessary.

- Isolated sale: This type of warehouse can be assigned to a register managed in

standalone mode. In this case, this POS can only sell from its own inventory. This

type of warehouse is not taken into account in inventory searches when the main

warehouse runs out of stock. The registers assigned to this type of warehouse will

only search for inventory in this warehouse.

- Loan: This type of warehouse is used for loan management. The loaned items are

associated with this warehouse as well as all movements relating to the loans.

- Customer services warehouse: This type of warehouse is available only if you have

activate the Customer Services (refer to Customer Service Management).

Consider in replenishments

This option allows you to exclude warehouses with inventory considered available for

replenishment. For example, if you choose not to take into account items in the “Store

window” warehouse, these items will no longer be considered as available in the

store.

Inventory visible to other stores

This option allows you specify that the warehouse inventory can be viewed by other

authorized stores. On the multi-criteria search screens, dashboards, and inventory

cubes, the following applies:

- All warehouses of the user’s associated store will be visible

- For the user’s other authorized stores, all warehouses for which the previous setting

has been selected will be visible.

For further information about the visibility of warehouses, click here.

Considered in the inventory of my

store

This option allows you to specify whether the inventory in this warehouse is to be

included or excluded in the total inventory for the store when querying inventory in

the Front Office.

Validation of transfer notices

This option is required for the implementation of transfer notices for remote sites.

Warehouse managed on site

This option should be activated if you want the store to be managed on the central

site's machine.

Managed in a WMS

This option enables you to track the customer services by warehouse (refer to

Customer Service Management).

Serial numbers

This option allows you to indicate that the warehouse supports the management of

items with serial numbers, provided you have purchased the relevant module (refer to

Serial Numbers).

Remote warehouse of the store

The management of inventory can be handled internally within the store or outsourced

to another site. To avoid having the inventory movement document printed

systematically, you can specify in the warehouse record whether the warehouse is a

Remote warehouse of the store. You can also specify the Geographical site linked to

this warehouse. The transfer document will not be printed in the following situations:

- If subsidiary management is activated

- and the sender and recipient stores are identical

- and the Printing intra-store transfer documents on a same geographical site setting is

not selected in the subsidiary record

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Information tab

This tab allows you to really customize the store record based on your specific needs. All of the information contained on this tab is user-defined and fully customizable.

- The titles of user-defined criteria can be configured via the Settings module - Stores (or Warehouses) - User-defined fields - titles.

- The contents of user-defined tables can be specified via the Settings module - Stores (or Warehouses) - User-defined tables.

- Or directly in the record via the button displayed next to the field.

The lower-right section of this tab functions as a notepad. By right-clicking on it, you can access basic word processing functions.

Viewing Warehouse Inventory

This section details the required settings to view warehouse inventory.

Concepts

Back Office: Administration - Users and access - Access right management

Two concepts are used in conjunction with the settings of the warehouse records. You can access these options via Menu 26 – Concepts/Commercial management/Inventory

in the Access right management module:

- View inventory of all warehouses of the subsidiary

- View inventory of all warehouses

If the first option is set to green, the user will be able to view the following:

- All warehouses of their store

- All warehouses of the stores associated with the subsidiary of their store

- Warehouses that have been selected as viewable for all other stores

The second option takes precedence over the first.

Settings enabling warehouse inventory to be visible

There are 3 settings impacting the visibility of warehouse inventory.

- Setting 1, available in the warehouse record: Inventory visible to other stores

- Setting 2, available via the access right management: concept “View inventory of all warehouses of the subsidiary”

- Setting 3, available via the access right management: concept “View inventory of all warehouses”

If setting 3 is set to green, the user can view the inventory of all warehouses, regardless of settings 1 and 2.

If settings 2 and 3 are set to red, the user can view the inventory for the following:

- Warehouses of their own store

- Warehouses for which setting 1 is selected.

If setting 3 is set to red and setting 2 to green, the user can view the inventory for the following:

- Warehouses of their own store

- All warehouses of the stores of their subsidiary

- Other warehouses for which setting 1 is selected

Currencies - Contents

General settings for currencies

Defining company settings

Defining document settings

- and the sender and recipient warehouses are not remote or the original and recipient

warehouses are remote and the geographical site has been entered and the sender and

recipient geographical sites are identical.

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Configuring user restrictions

Managing access rights

Configuring currencies

Creating currencies

Managing stock exchanges

Managing rate types

Entering currency exchange rates

Allocating a currency to the database

Subsidiaries

Stores

Warehouses

Items

Customers

Suppliers

Using currencies in the application

When entering documents

When entering transfers

When generating reports and analyses

In the item flash

In the Front Office

Currency management utilities

Updating currencies

Recalculating documents

General Settings for Currencies

Defining company settings for currencies

Back Office: Administration - Company - Company settings

Accounting - Folder settings

A consolidation currency exists for each folder. It allows you to specify the currency for information that is not associated with a store, for example, the pricing for an item

record. The currency is configured when the folder is created; therefore, go to Accounting - Folder settings and specify the following information:

- Default rate type

- Default rate type for payments

Commercial management - Default settings

Other elements about currencies can be defined in the company settings. Therefore, go to Commercial management - Default settings and populate the following fields:

- Behavior of currency input with no price list

- Currency alert

Commercial management - Preferences

The number of decimal places for unit prices may require greater precision than offered by the currency decimal places, particularly when managing very low prices. You

may set the desired management for the number of decimal places displayed for unit prices in item records, purchase and selling prices, wholesale documents and Front Office

receipts.

This may be different according to price type: purchase or selling

Document amounts remain displayed with keeping the proper decimal places for the document currency. You can choose document management in company settings. To do

this, go to Commercial management - Preferences and fill in the following fields:

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Defining document settings

Back Office: Settings - Documents - Documents/Types

Select the document type, then open the Preferences tab. Fill in the following fields:

- Default quotation type

- Origin of currency

Configuring user restrictions

Back Office: Administration - Users and Access - Users

If the user’s default store has not been entered in the Characteristics tab, the user’s currency and stock exchange location will be populated with the values indicated in the

Folder settings of the Company settings.

Managing access rights

Back Office: Administration - Users and access - Access right management

Menu 26 - Concepts

Four concepts allow you to manage access to currency rates for user groups:

- Authorize currency rate changes: If the user is not granted this authorization, he will only view the currency rates.

- Authorize access to all stock exchange locations: Users have access to all stock exchanges. If necessary, users will see only currency rates for the stock

exchange linked to their store.

- Authorize access to exchange rates for cash inflows: The user has access to the rates for incoming payments in the company settings.

- Authorize access to management exchange rates: The user has access to the management rates in the company settings. Management rates are considered

to be all rates different from incoming payment rates. If users do not have access to these rates, they will see only incoming payment rates.

By default, all users have the rights previously cited.

Menu 105 - Settings

The Management - Currencies submenu allows you to authorize or not deny user groups to perform the following settings: Currencies, currency rates, stock exchange, rate

types.

Menu 106 - Administration

The Maintenance menu item allows you to authorize or not user groups to use currency modification tools: Modification of the folder currency, subsidiary currency and store

currency.

Menu 107 - Sales receipts

The Access rights - Enter receipt submenu displays an option called “Show currency.” This allows you to authorize or not user groups to show currencies in encashment.

Menu 112 - Settings

The Settings - Registers submenu allows you to authorize or not user groups to set up currencies and currency rates in Front-Office.

Configuring Currencies

Creating currencies

Back Office: Settings - Management- Currencies - Currencies

Front Office: Settings - Registers - Currencies

This command is used to create or configure a new currency. Let us describe the currency record:

Record header

Fields

Description

Code and description

Code on 3 characters and description of the currency.

Symbol

The Symbol field is used for the currency format when printing documents that

contain currencies.

Inactive

This setting was created for the FRF (French Francs) currency: this currency is

used in a company settings (non accessible.) If you do not want to see this

currency (when entering a rate for example), this setting is to be enabled.

ISO3 Code and

Numerical ISO3 code

These codes are used in particular when importing data and for certain types of

communications with a payment terminal or with the tax refund software.

This corresponds to the unit conversion ratio between the currency and the pivot

currency.

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Adjustments tab

This tab allows you to specify the financial accounts to be used when making adjustments during currency transactions.

Terminology tab

This tab allows you to specify the descriptions of the units of account, in the singular and plural, as well as for the subdivisions. These setting will be especially useful when

printing numbers in letters. An example is automatically generated at the bottom of the screen of the currency record.

Managing stock exchanges

Back Office: Settings - Management- Currencies - Stock exchange

This subtable allows you to define the place of quotation of the currency, thus enabling different quotations between two stock exchanges. Since each subsidiary may be

required to apply different exchange rates between the currencies, it may be necessary to create several stock exchanges for the Euro zone.

Example:

The conversion rate for the Swiss Franc will not be the same in France as it is in the United-Kingdom.

Managing various rate types

Back Office: Settings - Management - Currencies/Rate types

This subtable is used to define the various rate types that will be used when exchange rates are entered. You can always create new rate types from the "Currency rate"

command.

Entering currency exchange rates

Back Office: Settings - Management -Currencies/Exchange rate

Front Office: Settings - Registers - Exchange rate

Currency rates are entered by currency type.

To enter a new rate, click the [New] button located in the toolbar. Then, complete the following steps in the Characteristics tab:

- Select a stock exchange.

- Select the rate type. The current date displays by default, but you can change this.

Quotity

It is used to manage exchange rates using a limited number of decimal places

when the currency has a weak unit value in relation to the pivot currency.

Currency management in the application enables you to express an exchange rate

with 5 decimal places after the decimal point.

There are currencies with weak exchange rates:

- Lebanese pound: 1 LBP = €0.000429366 (1 LBP consists of 100 piasters)

- Zimbabwean dollar: 1 ZWD = €0.0000216314 (1 ZWD consists of 100 cents)

It is easier to use a quotity to express these conversion rates, for example:

- 1 000 LBP = €0.429366

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- Select the reference currency and the conversion currency.

- Enter the conversion rate.

At validation, the "Reverse rate" window displays, thus enabling the validation of the reverse rate.

Please notice that the main screen allows you to view the exchange rates on a given date. The fields available in the upper part of the screen enable a multi-criteria search for

these rates.

The search must then be launched via the [Apply criteria] button.

If need be, rates can be tested by the means of the [Test rates] button.

Allocating a Currency to the Database

Allocating a currency in subsidiaries, stores and warehouses.

Subsidiaries

Back Office: Basic data - Stores - Subsidiaries

The currency is chosen in the Characteristics tab. It is possible to use different currencies within the same subsidiary. If you are managing counterpart flows, the counterpart

document stays in the same currency as the document issued. The amounts expressed in the store currency are converted to the currency of the new store

Stores

Back Office: Basic data - Stores - Stores

You may select the stock exchange and currency in the Contact information tab. This currency is retrieved to value the inventory for this store. The inventory is expressed in

the currency of the store. Note that starting with the first document entered for the store, the Currency field in the store record will no longer be modifiable.

Warehouses

Back Office: Basic data - Stores - Warehouses

You may select the stock exchange and currency in the Contact information tab. If one of the warehouses linked to the selected store is also associated with another store, a

message is displayed indicating that you cannot change the currency or stock exchange for this store.

Note that the currency and stock exchange may not be changed if there are inventory movements for the warehouse, or if the warehouse is associated with a store.

Items

Back Office: Basic data - Items - Items

Displayed currency for prices

You can choose the currency in which the prices are displayed in the Pricing tab, especially in the Currency section. This display option allows you to enter and display the

price of an item in a currency of your choice. It concerns only the item record only and does not affect document data entry.

This functionality allows you to enter the prices for certain items directly in dollars, and then display them in euros, for example.

Attention!

The price is saved in the database in the folder currency, and not in the entry currency.

Date of searched rate

This field available in the Pricing tab is used to enter the date on which the conversion rate is searched for. By default, it is the current date Note that this function remains a

display artefact as the prices of the item record are still stored in the folder currency.

Number of decimals for unit prices

Decimal places for unit prices may require a greater degree of accuracy for configuration, in particular when dealing with low prices.

For further information about the management of decimals in unit prices, refer to the section about company settings linked to decimals (go to Commercial management -

Preferences.).

Customers

Back Office: Basic data - Customers - Customers

Document entry in the Back-Office

Documents entered for the customer in the Back-Office will display the currency selected in the Conditions tab.

Calculation of the customer's balance and risk

To manage credits and ceilings in a given currency that may be different from the currency of the folder, you can select the currency in the Payments tab. By default, when a

customer record is created, the currency proposed is the currency of the store to which the customer is affiliated.

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It may be later in the customer record. It will be initialized during a version change with the customer's currency or the folder currency if the customer's one is not specified. It

may be changed if extended risk management is enabled; but it will not recalculate the thresholds.

Suppliers

Back Office: Basic data - Suppliers - Suppliers

In the supplier record, you can select the currency for a third party on the General tab, and more specifically in the Pricing pane. The choice of the supplier’s currency will

have a direct impact on document entry.

Using Currencies in the Application

When entering a document

A document is always valued in two currencies:

- Entry currency: defined in the document settings.

- Store currency: the conversion rate is retrieved from the date of the document based on the rate type defined in the document settings

The following rates are also stored in the PIECE and LIGNE tables:

- The folder quotation currency rate: This is the rate for converting between the document currency and the folder currency.

- The store currency rate: This is the rate for converting between the document currency and the store currency.

- The subsidiary currency rate: This is the rate for converting between the document currency and the store subsidiary currency.

The PIEDECHE table stores the following amounts for payments and installments:

- GPE_MONTANTENCAIS and GPE_DEVISEESP are expressed in the payment currency

- GPE_MONTANTDEV and GPE_DEVISE are expressed in the document currency

- GPE_MONTANTECHE and GPE_DEVISEETAB are expressed in the store currency.

- GPE_COTATION: Exchange rate between the document currency and the store currency.

- GPE_COTATIONESP: Exchange rate between the incoming payment currency and the document currency.

- GPE_COTATIONDOS: Exchange rate between the document currency and folder currency

- GPE_COTATIONFIL: Exchange rate between the document currency and subsidiary currency.

This rate allows you to express the document amounts in either the folder currency or the subsidiary currency by means of a simple operation.

Example:

- Document currency = CAD

- Store currency = USD

- Folder currency = EUR

Each document is expressed in CAD and in USD. The conversion rate between CAD and EUR is also stored, so that the documents can be expressed in EUR without the need

for additional searches.

When entering transfers

Back Office: Settings - Documents - Documents/Types

A blocking alert message is automatically generated when a transfer notice is validated, if this notice is in a currency different from the currency of the recipient store. This

alert message prompts the user to enter a currency rate so that the inventory can be valued in the store currency.

In this case, the exchange rate must be entered when the transfer notice is validated in order to initialize the currency rate that is used for converting between the transfer

currency and the currency of the recipient store. This entry is qualified by a document setting in the Valuation tab. It is only visible if the document type is TRE – Received

transfer: This setting is called “Enter rate when validating transfer notices."

If this setting is enabled, the following message displays when your entry is validated: “The currency of the current transfer is different from the currency of your store. Please

enter the desired exchange rate to convert XX to YY."

Once this message is validated, the “Enter conversion rate” window opens, allowing you to enter the desired rate. The default value is 0. It is not possible to enter a value of 1

or 0. Please notice that the currency of the transfer received is still the same as the currency of the transfer sent.

When generating reports and analyses

Back Office: Purchases, Sales and /or Inventory modules - Reports and/or Analyses menus

In the reports and/or analyses available from the Purchases, Sales or Inventory modules, the Currencies tab will display two panes: Reference price and the conversion

currency.

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Reference price

An option allows a better use of the document valuation by selecting the reference currency of the store in the following sales reports:

- Annual sales summary: Detailed/Comparison Last Year

- Monthly sales summary: Detailed/Comparison Last Month

- Sales statistics: Reports

- Top sales: Reports

The price of the reference currency is selected by checking one of these 2 options:

Folder currency: the price used is the price of the store converted to the folder currency on the day of the sale.

Store currency: the price used is the price of the store in the currency of the store without conversion.

Note that if the multiple selection criteria allow the grouping by store, the access to the store currency will take into account this selection.

Conversion currency

You can define the display currency for most reports thanks to the various options available in this pane: The cubes and dashboards can display results in the following

currencies simultaneously:

- Entry currency (field without suffix)

- Subsidiary currency (field with FIL suffix)

- Folder currency (field with DOSS suffix)

- Conversion currency, where the folder currency is used as the reference currency (field with CONV suffix)

Example:

Reminder:

- Fields with a DEV suffix are expressed in the currency of the document. All other fields are expressed in the currency of the store.

- The conversion rate for converting between the document currency and store currency is stored in GP_COTATION and GL_COTATION.

- The conversion rate for converting between the document currency and folder currency is stored in GP_COTATIONDOS and GL_COTATIONDOS.

In the Item flash

Settings

Back Office: Inventory - Query - Flash query settings

In the Inventory flash query screen, click the [Selling price] button to display the list of the available fields. Then double-click the first available "None" field. The Settings

window displays and allows you to configure the Currency and Quotation type fields.

This information is not populated by default, thus allowing the display in the store currency and not in a forced currency.

In the case where the currency is specified, the quotation type must be entered. This setup window is also used to entered information of type inventory in the fields "Added

values" and/or "Subtracted values". However, note that if the added or subtracted values are not exclusively a price type, the Currency and Quotation type fields will be

grayed out. Moreover the "Zoom on type" field is enabled only it the currency is not populated.

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How it works

Back-Office: Inventory - Query - Item flash (selling price)

The Inventory flash query screen displays the prices the currency defined previously. Clicking the field where the currency is specified, displays the exchange rate and the

reverse rate at the bottom of the screen. Note that this screen displays whether the item has an inventory record or not.

In Front Office

Front Office: Sales receipts - Sales - Enter transaction

There are two options provided in the sales receipt entry window, accessed by clicking the [Additional actions] button in the toolbar.

- Receipt price in foreign currency: displays the total price of the receipt in different currencies.

- Line price in foreign currency: displays the price of the current line in different currencies

You can also underline the currencies whose rates have not been updated for some time.

These options can be used if the appropriate settings have been defined first, as described in the following chapter.

Setup

Front Office: Settings - Registers - Registers

The currencies you want to display depend on the settings defined for the register. To define these settings, go to the Preferences tab and populate the following fields in the

“Display amounts in foreign currency” pane:

- Displayed currency: Select the currency you want to display. A maximum of 63 currencies can be stored.

- Highlight rates entered for more than x days: If enabled, this option displays the currencies in red whose rates have not been updated for the number of days specified in this

field (x being a number between 0 and 9999).

How it works

Front Office: Sales receipts - Sales - Enter transaction

For a sales transaction in progress, click the [Additional actions] button in the toolbar and select one of the proposed options in the sales receipt entry screen.

A window will open with a list of prices converted into the currencies defined previously, and their exchange rates. The conversion takes into account the currency rate of the

incoming payment, defined as follows:

- Stock exchange of the store (set in the store record.

- Default rate type for payments (defined in the Company settings)

The currency amounts displayed in red are amounts whose rates were entered later than the number of days set.

Note that these options can be associated to buttons on the register touchpad (refer to Configuring Touchscreen and Keyboard).

Currency Management Utilities

Currency updates

Changing folder currency

Back Office: Administration - Maintenance - Change folder currency

The folder currency can be changed in the company settings via Accounting - Folder settings, directly in field "Folder currency", provided that there are no inventory

documents or records already present in the folder. As soon as a document or inventory record is created in the folder, this company setting is grayed out. Then, changing the

folder currency is possible only via Administration - Maintenance - Change folder currency in the Back-Office.

Changing the currency for a subsidiary

Back Office: Administration - Maintenance - Change currency for subsidiary

Changing the currency for the subsidiary may be done only if there are no inventory documents or records in all the subsidiary’s stores.

Then, the currency may only be changed via Administration - Maintenance - Change currency for subsidiary. This utility enables you to change the currency of a given

subsidiary. This change will impact all documents linked to the various stores of the subsidiary. The tool modifies the conversion rate used for converting the document

currency and subsidiary currency.

Changing the currency for a store

Back Office: Administration - Maintenance - Change currency for store

Changing the currency in the store record may be done only if there are no documents or inventory records stored in all the warehouses of the store.

Then, the currency may only be changed via Administration - Maintenance - Change currency for store.

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Recalculating documents

Back Office: Administration – Maintenance – Recalculation of documents

This utility, which is based on document selection criteria, enables you to recalculate amounts expressed in the store currency.

It allows you to correct documents following a change of conversion rate. Exchange rates will then be re-loaded into documents and all amounts re-calculated.

Attention!

This tool should only be used in exceptional cases, in the event of a troubleshooting situation.

Tax Management - Contents

Tax management in Yourcegid Retail Y2 is aimed at meeting the various requirements faces by companies in France and abroad.

- England: Vat is subject to size.

- Italy: The tax system varies according to the material used.

- Canada and Provinces: Canada applies several types of taxes, the federal value-added tax called Goods and Services Tax (GST) and the Provincial Sales Tax (PST). Some

Provinces (Ontario for example) levy the Harmonized Sales Tax (HST) which is a single, blended combination of the PST and GST.

- Quebec levies the federal GST and QST (Quebec Sales Tax)

- USA: Specific system

To challenge these requirements, each store is linked to a tax model. According to the third-party in the document or the place of shipment of an item, purchases and sales can

be subject to taxes, be free of tax, or subject to taxes from another region.

For each country, an item is subject to a tax type (normal tax, reduced tax.) The document will match the grouping of these various axes and allow the application of the right

rate for each item. A wizard helps you to create a new model and default values are available in the company settings.

Preamble

Characteristics of the French taxes

Tax management in Yourcegid Retail Y2

Configuring tax models

Creating a tax model

Viewing/Modifying an existing tax model

Managing a tax exception to the model

Configuring tax rates

Creating a tax rate

Generating a tax rate

Purging/Deleting tax rate

Additional settings for taxes

Tax system

Tax class

Tax category

Item or third-party exceptions

Folder settings

Company settings

Item record

Third-party record

Store record

Access rights

Calculation of taxes for services

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Activating the derogation system for services

Tax management in the USA

Fiscal representations

Regional breakdown

Triggering thresholds and formulas

Management of exceptions on taxes in the USA

Management of taxes in the State of Colorado

Management of taxable amounts in the USA

Management of taxes during sales transactions

Changing the document tax system

Mixing up taxations upon cashing

Search algorithm for tax rates

Searching for the tax model to apply

Various impacts

Searching for tax rates

Characteristics of taxes in the USA

Additional information

Reports

Tax refunds and export sales

Searching for taxes

Foreword

If the tax management feature of this software application meets many cases, it cannot handle all cases. Each county is subject to the same tax management for all trading

companies. Therefore each store will be linked to a tax model that describes the country's taxation. According to the third-party in the document or the place of shipment of an

item, purchases and sales can be subject to taxes, be free of tax, or subject to taxes from another region. For each country, an item is subject to a tax type (normal tax, reduced

tax) The commercial document will match the grouping of these various axes and allow the application of the right rate for each item.

Characteristics of the French taxes

In France, there are two categories of taxes: the value-added tax (VAT) and the parafiscal tax (this tax is applied to watchmaking for example.) There are various rates for

both taxes:

- VAT - reduced rate (5.5%), intermediate rate (10%), standard rate (20%)

- Parafiscal tax at 0.20% subject to VAT

Each item is linked to a VAT rate and can be linked to a parafiscal tax rate. This information is present in the item record The application of the VAT system depends on the

third-party:

- VAT + parafiscal tax

- European Union exemption

- Export exemption

Therefore, there are several scenarios:

- Retail and wholesale customers in France: subject to VAT + parafiscal tax

- Wholesale customer within the European Union: tax exemption for the European Union.

- Wholesale customer outside the European Union: tax exemption for export.

Please notice that for EU and non-EU wholesale customers, there are 2 distinct VAT systems since for EU customers, companies must periodically prepare a "Trade of goods

declaration" on EU exchanges.

Tax management in Yourcegid Retail Y2

The setup of taxes is simplified since it uses a wizard to create the following elements:

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- Tax model: the tax model states the tax rules applied in the store for which the document is issued at the point of sale for sales transactions.

- Tax categories: the code is generated automatically, prefixed with the code of the model (for example VAT, PFT).

- Tax systems: the tax system applicable to local customers and the exemption system (for example, default system and exemption system.)

- Tax class: the tax class takes into account the characteristics of the item from a fiscal point of view.

- Tax types (normal rate, reduced rate, exempt.)

Once the tax model created, the user must create the tax rates for each category, for each tax type and each tax system. They will be created manually (entry of percent values

by tax type.)

The creation wizard for the tax model enables the creation of a default tax system and an exemption system for EU customers.

For EU countries, the user must also create an exemption system for export customers (and a system for the French overseas departments.)

The tax system is linked to the tax model and has one or more applicable taxes or no tax at all.

The tax model is then linked to a store.

The creation steps for the tax model and the tax rates are explained hereafter.

Settings for Tax Models

Back-Office: Settings - Management - Taxes/Tax rate

Creating a tax model

To create a tax model, click the [New tax model] button in the upper left part of the screen and perform the different steps of the wizard.

Step 1/6

Step 2/6

This step creates the algorithms required to calculate the taxes. Please notice that tax no.2 can be subject to tax no.1.

The tax type can be created by the means of this button without leaving the screen. Otherwise, it can be created via the Settings module - Management - Tax

categories/Tax no.

Step 3/6

This step creates the default tax system of the tax model, i.e. the tax system that applies by default to the third-parties of the documents that are subject to this model.

Please notice that other tax systems can be created later and linked to this model via module Settings, menu Management, command Taxes/Tax system.

Step 4/6

This fourth step completes the setup.

Fields

Description

Tax model code

Specify the code of the tax model on 2 characters.

Description

This wording gives an explicit name to the model.

For example: French model

Number of taxes

The user can create up to 2 taxes linked to this model (for example VAT and PFT

(parafiscal tax)). The second step of the wizard enables this creation.

Number of decimals

Number of decimals in the tax rate.

For example: 2 in France (20.00%) and 3 in the USA (8.675%)

Fields

Description

Code

Code of the tax system on 3 characters.

Description

This easily identifies the default tax system.

For example: France

Applicable taxes

The user finds here the taxes created in step 2.

Fields

Description

Country of application

Select the country where to apply the model.

The tax rate generally depends on the item, and thus on the taxation category of the

item. In some countries, it also depends on the location where the ownership is

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Step 5/6

Search for taxes

transferred. This can be the zip code (as in the USA) or the region (as in France

where the standard rate for the Corsican region from that of Mainland France) The

Search for taxes allows you to specify how tax rates can be defined. If the rate does

not vary in a country, the “No regionalization” criterion is used.

This setting thus defines in the tax model how to search for a tax rate (location

information):

No regionalization; if the rate does not vary in a country, this criterion will be used.

- Country = country of the ownership transfer location / Other criterion: None

- Zip code: search based on the zip code of the delivery address.

- Country = country of the ownership transfer location / Other criterion: zip code of

the ownership transfer location.

- Region: search based on the region of the delivery address.

- Country = country of the ownership transfer location / Other criterion: region of

the ownership transfer location.

Tax system: based on the third-party's tax system.

- Country = No / Other criterion: tax system of the document.

Store: search based on the store specified in the document.

- Country = No / Other criterion: store linked to the document.

In general, the user must take into account the address where the ownership is

transferred.

- Back Office documents are regarded as being to be delivered; therefore the

delivery address is taken into account, or otherwise the third-party address in the

document.

- Receipts entered in the Front Office are considered as in-house sales (without

delivery); therefore the address of the register store is taken. However, it is possible

to enter a receipt by specifying that it will be delivered ("sale to deliver" concept in

the Front Office.) In this case, the rule of the Back Office will apply.

For the management of American taxes, it is important to know to which State a

city belongs. Therefore, you must add to the table of zip code the concept of region

(or State) for the USA. For the USA, the State is in principle entered into the region

of the customer record.

Exemption system

This system is used if you want to enter an export sale (export sale concept from the

Front Office.) It is also used in the USA, if you apply the rule of fiscal

representations, meaning that items delivered to a state where the merchant has no

representation are exempt of tax.

Export

The activation of the derogation rule for services impacts the behavior of the tax

calculation engine in order to take into account this derogation rule. This also

causes a change in the application of taxes for items of type Service (refer to

Activating the Derogation System for Services.)

Fields

Description

Keep detail of null taxes

Traditionally, no base was kept if the amount of the associated tax was equal to

zero. This option of the tax model is used to keep them in the table of the document

tax bases to facilitate the calculation of taxable and non-taxable amounts

This is used in the USA to generate a fiscal report, in particular, with the threshold

that triggers the tax.

For example: 8.675% above $110. If you sell goods for $60, no tax is applied. The

fiscal report must state 8.675%, sold $60; levied $0.

USA

Activation of the US fiscal representations:

- In the USA, the tax to apply when goods are delivered in another State depends on

the fiscal representation of the company in this State. This setting of the tax model

allows this operating mode.

Tax rate rank (Colorado):

Several tax rates may be entered for a same zip code thanks to the rank concept.

Therefore, the search for a tax rate will be performed as follows:

- Take the rate set for the zip code of the delivery address in the case of a sale to

deliver (Back- or Front Office) or of the store address of the register in the case of

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Step 6/6

This last step starts the creation of the tax model according the options defined, or enables the user to access the previous steps again. If the step is confirmed, the tax model is

created and can be viewed in the left part of the main screen.

Viewing/Modifying an existing tax model

The left part of the screen displays the list of the different tax models. Double click on the model of your choice to open the record.

Characteristics tab

This tab displays the main settings of the tax model, especially the calculation algorithm of taxes.

Please note that the "Closed" option can be used to suspend temporarily the tax model.

The “Ignore free items at register” in the fiscal printer pane is used to exclude free items (samples that cannot be sold) from printing on the fiscal receipt.

Properties tab

In this tab, the section called "To be accounted as a value-added tax" on right of the screen is used to identify VAT amounts if a fiscal printer is used (only this type of tax is

sent to the printer) and tax refund amounts (only this type of tax is subject to tax refunding.)

Managing a tax exception to the model

The left part of the screen displays the list of the different tax models. Double click on the model of your choice to open the record.

Click this button to open the Tax exception window to define the exception to define. For example, an item for which the NORMAL tax type applies, can in some cases

use a REDUCED type.

Note that tax exceptions are also handled in standalone mode. In this case, the exception to the tax model are downloaded on to every register.

Settings for Tax Rates

Creating a tax rate

Back Office: Settings - Management - Taxes/Tax rate - button [New]

This step is used to create a tax rate and link it to the tax model created previously. Consequently, once the tax model created, the user must create the tax rates for each

category, for each tax type and each tax system.

If the left part of the screen displays the various tax models as seen previously, the right part and the bottom part of the screen are used to create the various tax rates. For

example, for the French VAT, there are, in addition to the exemption system, various applicable rates such as:

- Normal rate at 20%: applied by default to all operations if no other rate is specified.

- Reduced rate at 10%: applies to non-processed agricultural products, to firewood, to passenger transport, catering, housing improvement work, entrance fees to museums,

zoo, etc.

- Reduced rate at 5.5%: applies to food, water and non-alcoholic beverages, and books.

- Reduced rate at 2.1%: applies to medical drugs reimbursed by the French social security blood products, etc.

After having selected the tax model from the list on left, use the [New] button available in the tool bar at the top of the screen. The cursor is positioned on a new line to

enter a new tax rate.

Characteristics tab

This tab is used to specify the category, the type and the tax system, as well as the rate to apply to purchase and sales documents.

an in-house sale (Front Office).

- If there are several ranks of tax rates for the zip code, the user must select the

appropriate rank from the list that displays.

Line calculation on taxes

Cumulating taxes per line is correct but may generate inconsistencies at the level of

the totals. This option defines whether the tax is to be calculated for each line of the

documents valued with tax inclusive or tax exclusive prices.

If no option is ticked, the tax is calculated on the total of the lines with the same

taxation elements. This total is called tax calculation base. The gap between the tax

total of the lines and the tax amount calculated from the base is reflected in line

where the amount is the highest.

Line calculation: The tax amount is calculated for each line. It is accumulated by

tax rate to populate the table of the document footer. The "Tax = Base * Rate"

formula is not always true.

Calculation base: the Formula "Tax = Base * Rate" is always true. The gap is

reflected on the line with the highest amount.

The default setting is: For tax exclusive documents

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Additions tab

This tab is used to specify the control accounts where to post the selected tax.

Formulas tab

This tab must be used only for the USA in order to meet their specific tax application conditions. Also refer to the paragraph dealing with the triggering threshold in the

Characteristics of Taxes in the USA.

Generating a tax rate

Back Office: Settings - Management - Taxes/Generate tax rates

This tool is used to create a new tax rate for a group of zip codes or counties.

Specify the various selection criteria as proposed in the tabs in order to display the wanted elements.

Then select the elements to process and click on the [Launch generation] button to access the wizard for generating tax rates. Enter the various characteristics of the rate

to create.

For each selected element, a rate is created, and if there is already a rate for same date, the user can choose whether he want to keep the existent rate or replace it by the new

one.

Purging a tax rate

Back Office: Settings - Management -Taxes/Purge tax rates

This command enables you by the means of multiple selection criteria, to select a group of tax rates for deletion. Once the selection criteria have been applied, the list of the

concerned tax rates displays.

You can then select some of the lines from that list via the space bar or select all lines via the [Select all] button.

Once all the rates to delete are defined, this button starts the logical deletion of the rates.

Deleting a tax rate

Back Office: Settings - Management - Taxes/Delete tax rate

This command deletes the tax rates of your choice.

Warning!

Do not delete a tax rate if you are likely to record or recalculate a document at a date when this rate applies.

Additional Settings for Taxes

Tax system

Back Office: Settings - Management - Taxes/Tax systems

The creation wizard for the tax model enables the creation of a default tax system and an exemption system for EU customers. All other tax systems linked to the model must

be created manually via this command.

- For the EU countries, the user must also create an exemption system for export customers (and a system for the French overseas departments.)

- For the management of American taxes, please refer to the paragraph dealing with the Characteristics of Taxes in the USA.

Tax class

Back Office: Settings - Management - Type of tax

This command is used to create various tax classes. For each tax type, you can create various classes such as:

- For VAT taxes: Exempt, Normal, or Reduced

- For PFT taxes: Subject or Exempt

These classes are used in the creation of tax rates.

Tax category

Back Office: Settings - Management -Taxes/Tax description

The tax category is defined when a tax model is created. It concerns items

Item or third-party exceptions

Back Office: Settings - Management - Taxes/Batch item (or third-party) exceptions

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Rules about exceptions on taxes can be configured and started manually for item groups in each country, in order to meet local legal requirements (normal, reduced, super

reduced VAT, exempt, etc.)

Select the elements to process via the space bar and click on the [Launch process] button. The wizard for updating the item exceptions displays; you can then select the

tax model and the taxes to process.

The [Next] button is used to check the selection before the process is launched by the means of the [End] button.

Scheduled tasks for item exceptions

You can program a scheduled task to update item exceptions.

This is possible only if the user had decided to process all items by selecting them in the multiple criteria screen by the means of the [Select all] button.

In this case, in step 2, use this button to open the "Settings for scheduled task" screen to define the required triggering settings and frequency.

Note that the scheduler memorizes the query that was used in the multiple criteria screen to build up the item list that is displayed. This query is run again each time the

scheduled task is launched.

The update of item exceptions concerns all the items that meet the conditions of the query at the time the task is launched.

Folder Settings for Tax Management

Company settings

Back Office: Administration - Company - Company settings

Commercial management - Default settings

Go to Commercial management - Default settings and populate the following fields:

- Country code of third-party

- Default tax model

Accounting - Miscellaneous

Go to Accounting - Miscellaneous and specify the invoicing system. The latter will be recovered by default in the tax system when customers and suppliers are created.

Item record

Back Office: Basic data - Items - Items

When an item is created, the Characteristics tab displays the tax type of the default tax model as specified in the company settings. By default, all items are assigned to the

default tax type of the model. This screen is used to change this assignment. The entry of the item tax type is always done by model.

After validation of the item, it is possible to complete the tax type for the other tax models by the means of this button and option Exceptions on the tax model.

Example:

In the example hereafter, the item is subject by default to the to the tax model "Standard taxes" defined in the company settings and to the tax class "Normal" (see item record,

tab Characteristics.) But for documents using the "France" tax model, the type will be subject to class "Exempt".

Remark about the application to dimensions

The assignment screen of the tax types is used by default for each new dimensioned item.

If the assignment of the generic item is changed, the user is prompted to carry over the changes to all dimensions.

Third-party records

Customer/Supplier records

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Back Office: Basic data - Customers (or Suppliers) - Customers (or Suppliers)

When you create a third-party, the “Conditions”tab (for a customer) and the “Payments” tab (for a supplier) display the system specified in the company settings (see the

section “Accounting - Miscellaneous” above.) This screen is used to change this assignment.

After validation of the record, it is possible to complete these settings by the means of this button and option Exceptions on the tax model.

Store record

Back-Office: Basic data - Stores - Stores

In the store record, the "Additions" tab is used to specify the tax model used by the store, as well as the tax system assigned to new customers.

Tax model

The tax model displayed by default is the one specified in Default settings in the company settings.

Tax system

The tax system recovered by default is the one specified in Accounting - Miscellaneous in the company settings, if it is associated with the tax model of the store. Otherwise,

the default tax system of the tax model will be used.

Access rights

Back Office: Administration - Users and access - Access right management

Enable access rights for user groups of your choice.

Menu 102 - Sales

Reports/Tax declarations: Authorize or prohibit the edition of tax declarations

Menu 105 - Settings

Management: Is used to manage the access to the various menu items of menus Taxes and Type of tax in module Settings.

Menu 107 - Sales receipts

Access rights/Modify taxes: Authorize or prohibit the modification of taxes for the line or the current receipt. By default, it is possible to modify taxes via the [Actions on

taxation] button.

- If the user is granted authorization, he can use this button to modify the taxes on the document and/or the line.

- If the right is denied, no changes on taxes can be made, neither via the buttons of the task bar, of the touch pad, nor via the keyboard. The action can be carried out only if an

authorized user enters a password.

Menu 112 - Follow up actions

Settings /Taxes: The follow-up of actions concerns the ability to trace various operations and manipulations performed by staff members. Once the actions you want to follow

up are defined, they may be viewed in the Back Office or Front Office.

- Back Office: Administration - Event log - Log query

- Front Office: Settings - Administration - Event log/Log query

In our case, it is possible to trace the operations performed in the following commands:

- Purge

- Generate tax rates

For further information on tracked actions, please refer to the documentation about the Event Log.

Calculation of Taxes for Services

In principle, the French VAT must apply to a service such as a repair done by a provider who provides the service in France. But in most cases, the derogation rule will apply.

This rule states that if the beneficiary of the service, located in another member-state of the European Union has provided to the French service provider a VAT identification

number in another member-state, the French VAT will not apply, if after the completion of the service, the goods are shipped out of France.

Activating the derogation system for services

This system is enabled in step 4 for the tax model creation. When a document is entered, the tax calculation engine searches for the rate to apply from:

- The tax model of the document store

- The tax category of the item (VAT, PFT, etc.)

- The tax type of the item (normal, reduced, etc.)

- The country, region or zip code (according to the settings defined in the tax model)

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- The date of the document

The country, region or zip code are those of the location of the ownership transfer, i.e. the delivery location for the goods and the location where the services are realized.

The "Derogation rule for services" option of the tax model enables the use of the country, region or zip code of the delivery location in the case of services, in order to align

with the operating mode for merchandises.

The following table presents the origin of this data according to the document type, the merchandise type and the value of the "Derogation rule for services" option (in blue if

the option is ticked.) of the tax model.

Impact on export sales

None. When a sales document is transformed into an export sale, the exemption system applies to all the lines that concern an item of type Merchandise or BOM. Services are

ignored by this process and still subject to the tax rules that applied to the document before the latter was transformed into an export sale.

Impact on tax refund

None. Only the receipt lines that concern an item of type Merchandise or BOM, with a VAT amount higher than 0, are sent to the tax refund software application. Services are

ignored by the process and are not subject to tax refund.

Tax Management in the USA

American taxes provide some specific aspects that are described in this chapter.

Fiscal representations

In the USA, the tax to apply when goods are delivered in another State depends on the fiscal representation of the company in this State. A setting of the tax model enables

this operating mode in the fourth step of the tax model creation.

Regional breakdown

Zip code search

Three types of taxes are applied in the USA:

- Federal tax: levied by the federal government

- Regional tax: levied by the state

- Local tax: levied by the county (per zip code)

You can define in the tax model how the tax rate must be searched for, by zip code or not (location information.) This setting is available in the fourth step of the tax model

creation.

Concept of "County"

Back Office: Settings - General - County

To simplify the management of the American taxes, a zip code can be linked to a county. Each county is identified by a unique code of 6 characters. It must be associated with

a country and can be linked to a region. Just to remind: regions are created via module Settings, menu General, command Region. The county appears only in the zip code

records and in the entry record of tax rates. It does not appear on the address records.

In the case of a tax model with a search criterion based on the zip code, it is possible to define a tax rate for a county. This rate is applied to all zip codes that are linked to the

county, except if a specific rate has been defined for the searched zip code. The search algorithm of the rate takes the County concept into account. The search for the rate will

be performed:

- At zip code level

- At county code level, if the previous search failed

- If no rate is found, a 0% rate will be applied.

It is absolutely necessary that the zip code table is correctly populated. Indeed, the deletion of a zip code or the modification of the county of a zip code has an impact on the

tax calculation for all the documents that use this zip code. When data is imported by the wizard, the zip code must be specified and the county must be left blank; or specify

the county and set the zip code to '...'.

Triggering thresholds and formulas

Back Office: Settings - Management - Taxes/Tax rate (Formulas tab)

Purchase or sales document

Receipt

Receipt to deliver

Merchandise

Delivery address

Store address

Delivery address

Service

Store address

Delivery address

Store address

Delivery address

Financial operation

Store address

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In some American States, the tax rate applies only if the net amount of the line exceeds a certain threshold. Therefore, each rate can be associated with a tax triggering

threshold.

If the line amount of the document is beneath the threshold, the tax type of the line turns "Exempt" for concerned tax category. Most often, the tax applies to the total amount

of the line. But, sometimes, it applies only to the amount that exceeds the threshold. To process this case, select from the list on the left, the tax model you want to use and go

to tab Formulas.

The formula is based on the values specified in the Characteristics tab, in the Application threshold and Rate (Purchase/Sale) fields, and must be entered in the following

format:

([BASE]-[SEUIL])*([TAUX]/100) meaning Taxable amount - threshold * rate/100

Tax calculation formula

1st input example

SI([BASE]<(-[SEUIL]) OR [BASE]>[SEUIL]; SI([BASE]<0;([BASE]+[SEUIL])*[TAUX]/100; ([BASE]-[SEUIL])*[TAUX]/100); 0)

Displayed result:

Tax amount = 1.25 (BASE=200.00 TAUX=5.00% SEUIL=175.00)

2nd input example

SI([BASE]>-110 AND [BASE]<110 ;[BASE]*0.04375;[BASE]*0.08375)

Displayed result:

Tax amount = 16;75 (BASE = 200.00 TAUX=8.38% and SEUIL=110,00)

Management of exceptions on taxes in the USA

Back Office: Settings - Front Office - Register

When the user opens a sales day, he can specify if the day derogates from the tax system defined. This system is used in certain American States to boost the sales. There is an

option for registers that have never used such measures. This option called “Taxation exception upon opening” is available in tab “Daily operations”. This setting is used to

propose or not the selection of the taxation exception to apply by default to the receipts of the day.

Management of taxes in the State of Colorado

Back Office: Settings - Management - Taxes/Tax rate

In the State of Colorado, the tax rates vary according to the zip code like in other states, but also according to the County and the City. In this state, several tax rates may apply

to a same zip code because the zip code is used by several counties or cities.

There are about 1,200 "zip codes+city+county" in the State of Colorado and at least half of them have a different tax rate for a same zip code. To meet this requirement,

several tax rates may be entered for a same zip code thanks to the rank concept. This concept is defined at step 5 of the tax model creation, or in tab Properties of the tax

model.

Management of taxable amounts in the USA

Principle: In Boston, a luxury tax applies to amounts over $175.00. So, for an item of $200.00, the real calculation base for the tax is $25.00.

A formula of type (([BASE]-[SEUIL])*([TAUX]/100)), associated with the tax rate may process this case.

The value stored in the table of document tax bases is the tax exclusive amount in the case of a tax model with one tax rate like the USA, but the base taken into account by

the formula is not stored

The "Taxable base" field present in the table of document tax bases, stores the value used to calculate the tax. In most cases, the value of the taxable base is identical to the

value of the base, except if a formula is used to calculate the amount of the tax.

Tax calculation formula

Back Office: Settings - Management -Taxes/Tax rate (Formulas tab)

A tax rate formula is used to calculate the taxable base in the case of tax exclusive prices as in the USA, and another formula calculates this base in the case of tax inclusive

prices.

The result of this formula can be used in a calculation formula of the tax amount by the means of the [BASETAXABLE] expression. It is stored in the table of document tax

bases.

By default the taxable base is equal to BASE. The calculation formula for the taxable base is to be configured only for specific cases like in Massachusetts. The [QUANTITE]

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variable uses the quantity of the line in the definition of the calculation formula of the taxable base or in the calculation formula of the tax amount. The formula can be created

from the Formulas tab of the tax rate.

Tax application threshold

Back Office: Settings - Management -Taxes/Tax rate (Characteristics tab)

The "Application threshold" field, available in the Characteristics tab of the tax rate enables the user to exempt an item from taxes if its price is inferior to its threshold.

Taxation beyond threshold

Back Office: Settings - Management -Taxes/Tax rate (Characteristics tab)

The "Taxation beyond threshold", available in the Characteristics tab of the tax rate enables the tax to be applied only to the amount superior to the threshold defined.

Example:

With a threshold of $175.00, an item worth $225.00 will be taxed on $50.00 only.

Importing tax rates

The data import module enables the import of calculation formulas for taxable bases. The process linked to field "$$_PARAMPRECEDENT" takes these formulas into

account.

Detail of taxes

Back Office: Settings - Management - Taxes/Tax rate

Traditionally, no base was kept if the amount of the associated tax was equal to zero. The "Keep detail of null taxes" option available in step 5 of the tax model creation is

used to keep these bases in the table of document tax bases to facilitate the calculation of taxable and non-taxable amounts. This option can also be enabled in the Properties

tab of the tax model.

Management of Taxes during Sales Transactions

Changing the document tax system

Back Office: Settings - Front Office - Register (button Configure touchscreen and keyboard)

It is possible to configure a button on the register to change the tax system of a document when entering a sales transaction.

Example: Enter a sale without taxes with tax exclusive prices (as in the USA or Japan):

At checkout, the list of the tax systems proposed corresponds to the tax model defined for the store of the register.

In Front Office, for a sales transaction, the tax system can be forced from the toolbar by the means of the [Actions on taxation] button.

In Back Office, for a sales transaction, the tax system can be forced from the toolbar by the means of the [Additional actions] button.

A confirmation message displays if the taxation system of the document is changed.

Mixing up taxations at checkout

Back Office: Settings - Documents - Documents/Types (Third-party tab)

This is aimed at managing the case of customers who make purchases in a British shop and pass an order in the USA. The taxation of the British shop will be applied to the

sales receipt. However, for the order, another tax system will be applied such as the one used at the customer's main residence location.

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This option is also copied to the “Per store addition” component and concerns document types other than FFO and FFA.

Search Algorithm for Tax Rates

Searching for the tax model to apply

The tax model used is the one defined at document level. It can be modified by the user, but the following is proposed:

- The tax model of the document store.

- If it is not defined, the default tax model (company setting) is used.

Various impacts

Impact of the third-party

Third-party exceptions are searched for the tax model. If an exception exists, the system of this exception is taken into account. Otherwise, the default tax system of the tax

model is used.

Impact of the item

If the default tax model is used, the tax types defined in the item record are taken into account.

If a tax model other than the default model is used, the item exceptions for the tax model are searched for.

If an exception exists, the tax types of this exception are taken into account.

Otherwise, the default tax types of the tax model are used.

Impact of the document line

If a taxation exception has been entered for the line, the tax types of this exception are taken into account; the exception tax types are defined in replacement of the item tax

types.

Impact of the location defined in the model

The taxation country is used except if the location is set to "Tax system" or "Store". If the location defined for the tax model is set to region or zip code, the taxation region (or

taxation zip code) defined at document line level is used.

This information can be modified by the user, but the following cases are considered:

- if the item is a service, the region or the zip code of the document store is used.

- If the item is a merchandise, the region or the zip code is searched for in:

- The delivery address of the line if it exists

- The delivery address of the document if it exists

- The address of the store for documents of type Receipt

- The address of the third-party for documents of another type

Searching for tax rates

The search criteria for tax rates in any case include the tax model of the document, the tax type of the line and of the document date.

- If the location defined for the tax model is set to region or zip code, the regional rate is searched for, according to the taxation country and region.

- If there is no regional rate, the national rate is searched for, according to the taxation country.

- If there is no national rate, the line is considered as exempt of tax.

Characteristics of taxes in the USA

If the region (or State) of the taxation zip code is different from the region of the store issuing the document and if there is no store that matches the region of the taxation zip

code (see fiscal representations in the State), the line is not subject to taxation.

Additional Information on Tax Management

Editing taxes

Back Office: Sales - Reports - Tax declaration

Tax declarations can be edited by store.

Tax refunds and export sales

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Tax refunds

For further information about the management of tax refund, please refer to the sections:

- One1nterface from Global Refund

- Premier Tax Free

Export sales

For further information about this topic, please refer to the documentation about Export Sales.

Searching for taxes

The search criterion for taxes takes into account the characteristics of the place where the ownership (delivery or store for in-house sales) is transferred. Note that the

$$_NONRECHTAXES setting for data imports recovers the tax calculation method of the original document.

Implementing Statutory Changes to VAT Rates

This topic explains the settings required to implement statutory changes to VAT rates.

Creating the new rate

Back Office: Settings - Management - Taxes/Tax rate

The screen that appears displays available tax models on its left.

Position the cursor on the tax model concerned by the new rate and click the [New] button.

A new line will be added to the lines already available on the right part of the screen.

In the lower part of the screen, populate the fields available in the various tabs:

- Characteristics tab: Fill in the rate characteristics (system, type, etc.), and specify the new rate and the start date for its application in the appropriate fields.

- Additions tab: If need be, specify data on accounts in this tab.

- Formulas tab: If necessary, specify the applicable calculation formulas in the Formulas tab (in principle, used for US customers).

Then exit the applications and restart the server for the changes to take effect.

Warning!

Never change already existing rates. You should rather create a new rate with its own application date.

Notes:

- If old tax rates are configured correctly, just copy them and simply change the rate and start date.

- If there are item or third-party exceptions, you must update them manually in the Back Office, in the Settings module, menu Management, command Taxes/Items

exceptions.

Retail Sales Documents in Back Office - Contents

The sales cycle allows you to manage the different sales documents that are needed to ensure the company runs smoothly. Yourcegid Retail Y2 provides a wide range of

options for managing these sales documents. The main types of sales are as follows:

- Retail sales: sales made to Individual customers, which include tax.

- Trade sales: sales made to companies, which generally exclude tax.

This document applies to retail sales made directly in Back Office. Sales entered using Front Office software are not included in this document.

Manual entry of sales receipts in the Back Office

Header Information

User-defined tables for documents

Document body

Footer Information

Payment entry

Other entry functionalities

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Receipt query and modification

Query types

Modification types

Access rights management

Concepts (26), Sales (102) and Settings (105) menus

Manual Entry of Sales Transactions in the Back Office

Back Office: Sales - Retail sales - Enter

The document type used for the entry of retail sales is FFO (Sales receipt), and concerns both the receipts entered in Front Office and in Back Office.

It includes sales receipts and customer merchandise return receipts. It has an impact on the physical inventory. A retail sales document may include the following information:

- header information

- user-defined tables (optional)

- document body

- footer information

- additional features

- payment entry

Header information

A retail sales document header contains the following mandatory and unique information:

- customer (even if the customer is not identified)

- store and warehouse (if multi-warehouse management in use)

- document currency

- document date

- provisional delivery date

Once the items are entered, some information is non-modifiable, and other data is optional, such as the sales representative.

Document currency

When entering a document, its currency corresponds to the currency of the latest element entered (default) : customer or store. However, it is possible to force the currency of

the document so that it is always set to one of these two elements: customer or store. Therefore you have to perform the following settings in the Preferences tab via module

Settings - Documents - Documents/Types. The "Origin of the currency" selection list allows you to specify as preferred:

- Store currency

- Third-party currency

- Currency of the last entry

Sales representative of the document

You can define the type of the sales representative that will be proposed according to the document type, as well as a default search criterion for sales representatives.

Examples:

Salesperson for retail sales documents

Sales representative for purchase documents

To define these elements, go to module Settings - Documents - Documents/Types, and open the Employee tab to select the sales representative type for the document. If need

be, you can also set a search filter on sales representatives.

User-defined tables for documents

If the information in the document header is insufficient to characterize it, you can add data by using user-defined document tables. Therefore a preliminary setup is

required.

Titles of user-defined tables

Back Office: Settings - Documents - User-defined tables - documents/Definition

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At first, it is necessary to give a title to the additional data.

Examples:

Order type

Origin of the order

User-defined table elements

Back Office: Settings - Documents - User-defined tables -Documents/User-defined fields

Secondly, you must define the list of the possible values for the titles defined previously.

Example:

Let us consider the two previous examples for user-defined tables:

For “Order type” you can create the following descriptions: collection, replenishment, etc.

For “Origin of the order” you can create the following descriptions: regular mail, e-mail, fax, etc.

You can also use an existing subtable, thus avoiding the entry of different descriptions. Therefore, tick the "Using a subtable" checkbox option, and select the subtable to use.

In this way, you can define a table called “Collection”, and then use a “Collections” subtable without having to fill them in, as they are already defined in the subtable. You

can do the same on all the subtables proposed: Zip codes, Accounting categories, Shipping method, Region, Currency, etc.

Define the scope of use for user-defined tables

Back Office: Settings - Documents - Documents/Types

In step three, you must determine the scope of use. Go to the User-defined table tab and tick the “Use of user-defined tables” checkbox option. Then specify the preferred

values. The "Mandatory" checkbox option makes the entry of this information mandatory, with or without a default value.

How to use user-defined tables

User-defined tables are used when entering documents, so that they can be used later to generate sales statistics.

Document body

This part of the document allows you to enter items or comments. You can make entries in a variety of ways:

- You can enter the item reference directly or select from an item list.

- You can enter a barcode (BC) directly or use the barcode entry window.

Footer information

This information can include the following:

- Invoice total discount

- Business discount

- Default payment method

Entering payments

After the body of the receipt has been entered and validated, an entry window opens automatically to allow you to add the payment method(s) used.

Receipt Query and Modification

Query types

Query receipts

Back Office: Sales - Retail sales - Query receipts

Receipts can be queried document by document. In this case, 1 line = 1 receipt. Double-clicking on a line allows you to view the document concerned (for re-printing for

example).

Query receipt lines

Back Office Sales - Retail sales - Query transactions

Receipts can be queried by line by line. In this case, 1 line = 1 receipt line. Double-clicking on a line allows you to view the document concerned (for re-printing for

example).

Query canceled receipts

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Back Office: Sales - Retail sales - Query receipts or Query transactions

The “Receipt canceled” option, available the Additions tab, is used to view canceled receipts only. By default, this option is not enabled.

Query archived receipts

Back Office: Sales - Retail sales - Query archived receipts or Query archived receipt lines

Once the receipts are archived the above mentioned commands allow viewing receipts and/or receipt lines.

About the archiving feature

Back Office: Administration - Purge/Archive

Archiving consists in reducing the size of the document tables, thus optimizing the management of active documents. The process is subject to:

- The purge date: this date must pre-date the current date by at least 3 years.

- The existence of an inventory closure prior to the archiving date in order to be able to recalculate inventory.

The event log contains a record of archiving operations.

The discount dashboard, available in Sales - Analysis - Dashboard/Discounts, considers the movements archived in Back Office.

Modification types

When a document has been opened using the modification command, the usual entry functions are available from the toolbar. However, you will no longer be able to

change certain header information.

Modify a receipt

Back Office: Sales - Retail sales - Modify receipts

This feature is used to modify the contents of a sales receipt. Once validated after its entry, a receipt can be modified only via this command.

This toolbar button is used to modify only the user-defined document tables, as long as they are not accounted for. This function depends on enabling the “Override

modification settings for user-defined tables” option, in Administration - Users and access - Access right management. This option is used to ignore the settings defined in the

"User-defined tables" tab in the settings of the document types, thus making all user-defines tables modifiable.

Modify a payment

Back Office: Sales - Retail sales - Modify payments

This feature is used to modify the payment of a receipt. Once validated after its entry, a payment can be modified only via this command.

Modify a customer

Back Office: Sales - Retail sales - Assign customer

This feature is used to modify the customer of a receipt. To search for specific sales receipts, this window offers numerous selection criteria, especially the Store field in the

Standard tab. Once the list of the receipts displayed, double click on the line of your choice. In the list of customers that will display, select the customer you want to assign to

the receipt. After validation, a process is launched to link the receipt to the customer, taking into account the customer's loyalty. This operation is logged to the event log, thus

tracing the origin of the assignment.

Batch modification of sales receipts

Back Office: Sales - Retail sales - Batch modification

A batch update feature for sales receipts is also available and is used to modify the following properties of the selected receipts:

- Acknowledgment of receipt

- Document accounted for

- Document exported

- E-mail sending status

- Mailing associated with document

Prevent the modification of a receipt

It is possible to prevent a receipt from being modified, even if you use the modification feature. In this case, if the user tries to modify a receipt declared “non-modifiable”, a

message will inform users that this operation is not authorized.

Step 1: Define the actions that make the document non-modifiable.

Back Office: Settings - Documents - Documents/Types

For a FFO document type, go to the Management tab and specify the actions in the field “Doc. is not modifiable after” that make this document type non-modifiable (creation,

visa, etc.).

Step 2: Enable user rights

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Back Office: Administration - Users and access - Access right management

User access rights include a concept called “Modifying a non-modifiable document" which is used to define the user groups authorized to perform this operation.

This concept is available in Menu 25 - Concepts, Commercial management - Document entry.

- To forbid modification of such a document, the “Modifying a non-modifiable document” option must be set to red.

- To authorize some groups to ignore this prohibition, the option must be set to green.

Access Rights for Retail Sales Documents in Back Office

Back Office: Administration - Users and access - Access rights management

Concepts menu (26)

Commercial management/Document entry

This menu manages user rights for specific functions relating to document entry in general, including documents from the retail sales cycle.

Sales menu (102)

Retail sales

These menus allow you to authorize users to enter, modify and query retail sales receipts in Back Office. They can also be used to manage user access rights for outstanding

payments, orders and customer reservations, etc.

Analyses and Reports

These menus allow you to grant the relevant user groups access to analyses and reports.

Pricing

These menus allow you to authorize the relevant user groups to access retail sales price list management functions, i.e., tax included price lists.

Settings menu (105)

Documents

This menu is used to authorize, in accordance with user groups, access to document settings, counter settings, input list settings, etc.

Management

This menu allows you to grant the relevant user groups access to the settings tables used when entering documents, for example, payment methods, currencies and exchange

rates, tax systems, freight and expenses.

Export Sales - Contents

In Front Office, two types of export sales are available:

- Export sale: this is a sales transaction with a markdown/markup rate.

- Net export sale: this is a sales transaction without a markdown/markup rate.

Export sales

Overview of export sales and net export sales

Preliminary settings

Configuring access rights

Configuring markdown/markup rates

Finalizing an export sale or a net export sale

In Back Office and Front Office

Return of an export sale

Impacts of an export sale

Examples of sales with markup/markdown rates

Overview of Export Sales and Net Export Sales

To be able to make the distinction between "export" sales and "net export" sales, the markup rate is stored in the document.

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- Sales with a markdown/markup rate are export sales.

- Sales without a rate of that kind are net export sales.

In principle, Service or Register operation type items remain subject to tax. This is why only Merchandise or Bill of materials type items can be subject to export.

Note!

Switching a document to export sale or net export sale is an operation that cannot be canceled. A tax exclusive document cannot become a tax inclusive document again. In

this case, the document must be canceled and the sale must be entered again inclusive of tax.

Export sales

An export sale is a document in which the various lines are considered tax-exempt; this only makes sense for documents which generally express their prices as tax inclusive.

The unit price is determined by subtracting the various applicable taxes from the unit price inclusive of tax. VAT is subtracted from the selling price inclusive of tax (from the

item price list or item record) in order to calculate the price excluding taxes.

Net export sales

This function is similar to the management of export sales, the difference being that no markup or markdown is applied to the selling price. The sale is changed to a net export

sale on the salesperson's initiative in the same place as export sales are.

Export Sales Settings

Configuring access rights

Back Office: Administration - Users and access - Access right management

Front Office: Settings - Administration - Users and access/Access right management

Menu 107 – Sales receipts/Access rights/Enter transaction

The following access rights must be enabled or not, if you want users to be authorized or not to perform export sales or net export sales:

- Implement an export sale

- Implement a net export sale

Configuring markdown/markup rates

Back Office: Basic data - Stores - Stores/Additions tab

Unlike net export sales, export sales can be supplemented using a markdown or markup rate as well as a rounding rule:

- The markup rate allows you to mark up the unit price exclusive of tax for an item that is sold as an export item.

- The markdown rate allows you to mark down the unit price inclusive of tax for an item that is sold as an export item.

These settings are defined for each store.

Configuring export sales exclusive of tax with markup

The "Export sales - Tax inclusive invoicing" section of the screen is used to specify the calculation basis to be used. Select the “W/o tax” option and enter a markup rate. The

export sales will be calculated on this basis. To calculate the end price, VAT is subtracted from the tax-inclusive selling price (from the item price list or item record) to get

the tax-exclusive price.

The markup rate is then added to that price: Tax-incl. price = Tax-excl. price * (1 + MARKUP_RATE/100)

Note that the tax model exemption system is applied to the line in order to make it tax-exempt.

The "Include items not subject to tax" option is selected by default. If this option is not selected, items with a tax exclusive unit price equal to the tax inclusive unit price are

excluded from processing.

Configuring export sales inclusive of tax with markdown

The "Export sales - Tax inclusive invoicing" section of the screen is used to specify the calculation basis to be used. Select the “w/ tax” option and enter a markdown rate. The

export sales will be calculated on this basis.

To calculate the end price, the tax-inclusive selling price (from the item price list or item record) is used, from which you will also deduct the markdown rate : Tax-incl. price

= Tax-excl. price (1 – MARKDOWN_RATE/100)

The "Include items not subject to tax" option is selected by default. If this option is not selected, items with a tax exclusive unit price equal to the tax inclusive unit price are

excluded from processing.

Finalizing an Export Sale or a Net Export Sale

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Export sales in Back Office and Front Office

Back Office

Back Office: Sales - Retail sales - Enter

When entering documents in Back Office, the same process can be triggered using the [Additional actions/Taxes] button. This option is only available for documents

with the invoicing type "Invoiced inclusive of tax".

Front Office

Front Office: Sales receipts - Sales - Enter transaction [Actions on taxation] button

When you enter a receipt, use the [Actions on taxation] button to move the current receipt to the export sale or net export sale feature. A message then prompts you to

confirm that you want to move the document to an export sale or a net export sale. Note that you cannot undo this operation.

Return of an export sale

To perform a line return on an export sale, you must first click the [Actions on taxation/Export sale], and then the [Return line] button.

Impacts of an export sale

Lines that have already been entered are modified to take into account the export status of the document, and "Subtotal" lines are recalculated in order to display the subtotals

excluding tax. New lines relating to Merchandise or Bill of materials items are immediately changed to "tax exclusive". When a document is changed to an export document,

the following actions are no longer possible:

- Changing the document back to "tax inclusive"

- Recalculating the price list using the Price list update: line by line feature

- Modifying the document customer

Note!

In export sales, receipts are considered tax-exempt and prices and amounts are expressed as exclusive of tax.

As a result, the amounts used as a calculation basis in the sales conditions and loyalty modules are, in this case, amounts exclusive of tax, and not amounts inclusive of tax.

Examples of sales with markup/markdown rates

Sale with markup rate:

€14.00 price inclusive of tax (VAT at 20%). Markup rate is 10%:

- Net export sale amount: 14/1.20 = €11.66

- Export sale amount with markup of 10%: 11.66*(1+10/100) = €12.82

Sale with markdown rate:

€14.00 price inclusive of tax (VAT at 20%). Markdown rate is 10%:

- Net export sale amount: 14/1.20 = €11.66

- Export sale amount with markdown of 10%: 14*(1-10/100) = €10.50

Multi-Referencing - Contents

In Back Office and Commercial management, referencing enables you to manage item references reserved to either each customer, each supplier or at the company level. It is

therefore possible to define a specific item code and description for each customer which is different from the company’s code and description. Multiple referencing is used in

item search priority.

Configuring Multi-referencing

Creating item search priorities

Configuring multi-packaging

Multi-referencing management

Operation from (item and third-party) records

Using customer referencing in documents

Configuring Multi-Referencing

Since multi-referencing is used in item search priority, you will need to configure search priorities. Item search priorities allow you to search items according to an order of

priority previously configured.

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Example:

Priority 1: Item code; Priority 2: Barcode; Priority 3: Company reference; Priority 4: Customer reference; Priority 5: Supplier reference; Priority 6: No search.

In this example, based on the item code entered, Yourcegid Retail Y2 will first search if the code is referenced as an item code. If it does not find a corresponding item code, it

will then search by barcode, then by company reference, customer reference, and finally by supplier reference.

Please note!

The search will stop as soon as a code that matches the search criteria is found. We therefore strongly recommend that you have separate codes for each type of search. Note

that the priorities are those that were defined by default for each type of document. It will then be possible to change them type by type in document type, if necessary (see Set

search priority by document type).

Step 1: Creating item search priorities

See Search priorities for items.

Step 2: Configuring multi-packaging

Back Office: Administration - Company - Company settings

This step is optional. It allows you to associate a quantity with each reference. It is therefore possible to express a sale by unit, or by batch for a single item.

Example:

- Unit sales: item code used, its barcode or any referencing managed “by a multiple of 1.”

- Multiples of 10: Use a new reference managed by multiples of 10.

This display depends on enabling the Multi-packaging management company setting in the Commercial management/Items.

Multi-Referencing Management

Operation from items and third-party records

Referencing can be defined by generic item or by single item. You can do this in the item record, customer record and the supplier record. It is possible to enter these

references in quick succession after selection of an item list in the customer record.

In the item record

Back Office: Basic data - Items - Items

Via this button, the Referencing option allows you to enter the reference and description of the selected item for one or more customers.

In the customer record and supplier record

Back Office: Basic data - Customers (Suppliers) - Customers (Suppliers)

If you click this button to access the Referencing (or Item referencing) option, a window opens to allow you enter the reference and description of one or more items for

the selected customer.

You can then make multiple entries by using the [Enter multiple references] button in the Referencing window.

In this case, the entry window will allow you to select several items and then enter a reference and description for each of these items, all for the selected customer.

Using customer referencing in documents

Back Office: Settings - Documents - Documents/Type

Customer referencing can be used when entering documents. In the Preferences tab, select an item search priority containing the customer or supplier reference. Once this

configuration has been completed, you may enter items and documents as follows:

Entering the item reference directly

The customer reference can be entered in the grid directly. If it is exact, the description of the customer referencing will then be inserted into the line. Otherwise, the multi-

criteria search window will appear.

Using the multi-criteria search window for items

When customer referencing management is activated for a document, the [Standard item search] button will appear in the menu bar. This button, which can have an

active or inactive status, will become active when you place your cursor in the entry grid on the document. When searching for an item, the search is done on the standard

multi-criteria for items. If this button is pushed, a search will be done on multi-criteria for items referenced at the customer’s.

Please note that if you select the “ORLI presentation” checkbox in the company settings, item category levels 4 to 8 will be displayed here.

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Trade Sales Documents - Contents

The sales cycle allows you to manage the different sales documents that are needed to ensure the company runs smoothly.

Yourcegid Retail Y2 provides a wide range of options for managing these sales documents. The main types of sales are as follows:

- Retail sales: sales made to Individual customers, which include tax (see Retail sales).

- Trade sales: sales made to companies, which generally exclude tax.

This manual applies to trade sales only.

Foreword

Trade sales cycle

Overview of sales documents

Required settings

Document settings

Access rights

Manual entry of trade sales documents

Header information

User-defined tables for documents

Document body

Footer information

Other entry functionalities

Query, modify and duplicate documents

Document query

Document modification

Document duplication

Generating documents

Automatic or manual document generation

Grouping criteria and visa management

Remainder management

Links with inventory

Trade payments

Trade settlement settings

Entering trade payments

List of payments when generating invoices

Viewing customer outstanding business

Reconciling/Canceling payment reconciliation

Cycle and Purchase and Sales Document Management (Trade and Retail) -

Contents

The purchase and sales cycle is used to manage the different documents necessary for the smooth running of the company. Cegid Business Retail has a very large range of

possibilities for the management of these documents.

- The purchase cycle mainly occurs in the Back Office Purchases module, but some functionalities are however available in Front Office.

- The sales cycle distinguishes between retail sales (sales made with retail customers and with tax included prices), and trade sales (sales made with corporate customers,

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generally with tax excluded prices.)

Only purchases and sales made in Back Office are described in this topic.

Introduction

Overview of the purchase cycle

Trade sales cycle

Miscellaneous settings

Document type settings

Additional setup for trade sales documents

Access rights management

Manual entry of documents

Header information

User-defined tables for documents

Body of the document

Document footer information

Payment entry

Other entry functionalities

Query, modify and duplicate documents

Query documents/receipts

Modify documents/receipts

Duplicate documents

Preventing the modification or duplication of a document/receipt

Generation of purchase or trade sales documents

Automatic or manual document generation

Pre-receipts and receipts of ALFs and CFs

Grouping criteria

Visa management

Remainder management

Links with inventory

Impacts on inventory

Trade payments

Trade settlement settings

Entering trade payments

List of payments when generating invoices

View customer outstanding business

Reconcile/Cancel payment reconciliation

Overview of the Trade Sales Cycle

Trade sales cycle

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Overview of Trade sales documents

Settings Linked to Purchase and Sales Document Management

Document type settings

Back-Office and Front-Office: Settings - Documents - Documents/Types

This command lists all documents type used in Back Office and Front Office (especially purchase documents, trade or retail sales document.) You can customize settings for

each document type. Click here for further information.

Required settings for trade sales documents

Back Office: Administration - Company - Company settings - Commercial management

Some of the company settings hereafter have a direct impact on the way in which trade sales documents are entered.

- In Documents - Processing: Check the settings of the Miscellaneous section.

- In Pricing: Check the Use TRADE price lists.

- In Documents - Entry: The Delivery dates section allows you to set up a delivery date check to be carried out during entry and generation, according to the document type.

Fields

Description

Customer quotation (DE)

This type of document is a kind of customer pre-purchase order that performs an initial calculation

of the order cost. It has no impact on the physical inventory.

Pro-forma (PRO)

This type of document is equivalent to a quotation, but is used for administration purposes. It has

no impact on the physical inventory.

Customer order (CC)

This type of document, when used for a specific store and customer, can be entered directly or

generated from another type of document that comes before it in the cycle. It has no impact on the

physical inventory.

Delivery preparation (PRE)

This is a kind of intermediate document between an order and a delivery. It is optional, and aims

to make it easier to search the inventory for items that have been ordered. It may differ from the

relevant customer order to the extent that not all of the ordered items may be available. It has no

impact on the physical inventory.

Customer delivery (BLC)

This type of document can be entered directly or generated from another document that comes

before it in the cycle (Quotation/Customer order/Delivery preparation, etc.). It has an impact on

the physical inventory.

Customer invoice (FAC)

This document corresponds to a traditional invoice and has an impact on the physical inventory. It

can be entered directly or generated from another document type that comes before it in the cycle

– generally a delivery.

Financial customer invoice (FAF)

This document does not result in a physical exchange of merchandise, and therefore has no impact

on the physical inventory (example: an additional invoice following an error in the original).

Customer credit on inventory (AVS)

and financial credit note (AVC)

Customer credit on inventory corresponds to a traditional credit note. Its counterpart is a customer

invoice, and it has an impact on the physical inventory. A financial credit note is the counterpart of

a financial customer invoice. It has no impact on the physical inventory.

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- In Customers - Suppliers: Check the Trade settlement management (in the Customer payment section.)

Access rights management

Back Office: Administration - Users and access - Access right management

The following access rights can be enabled for user groups:

Manual Entry of Purchase and Sales Documents

Back Office: Purchases and Sales (Retail and Trade) modules - Enter

The functionalities linked to the entry of a document are available in the toolbar. The purchase document can be divided into the following parts: Header information, User-

defines tables (optional), Body of the document, Footer information of the document, and Payment entry.

- Please notice that some documents can be entered directly. Others can only be generated from a previous document.

The document type used for the entry of retails is FFO (Sales receipt), and concerns both the receipts entered in Front Office and in Back Office. It includes sales receipts and

customer merchandise return receipts.

Header information

A purchase or sales document has a certain amount of header information. Some information is mandatory, especially:

- The supplier (for purchase documents)

- The customer (for sales documents) even if the customer is not identified.

- The store and the warehouse (if multi-warehouse management in use)

- The document currency

- The document date

- The provisional delivery date

Once the items are entered, some information is non modifiable, and other data is optional, such as the sales representative. Other information is optional:

- internal reference

Section

Access right description

Menu Concepts (26)

Commercial

management -

Document entry

This menu manages user rights concerning the particular

functions relative to the entry of documents in general,

including purchase cycle documents.

Menu Settings (105)

Documents

This menu is used to authorize, in accordance with user

groups, access to document settings, counter settings, input

list settings, etc.

Purchase and sales (trade and

retail) cycle

Management

This menu allows you to grant the relevant user groups

access to the settings tables used when entering documents,

for example, payment methods, currencies and exchange

rates, tax systems, freight and expenses.

Purchase and sales (trade and

retail) cycle

Menu Purchases (101)

All sections

This menu grants authorization for selected user groups to

get access to all the operations and processes that can be

performed on purchase documents according to their type:

entry, search, modification, reports and analyses, generation,

duplication, processing, price lists, etc.

Purchase cycle

Menu Sales (102)

Retail sales

These menus allow you to authorize users to enter, modify

and query retail sales receipts in Back Office. They can also

be used to manage user access rights for outstanding

payments, orders and customer reservations, etc.

Retail sales cycle

Pricing

These menus allow you to authorize the relevant user groups

to access retail sales price list management functions, i.e. tax

included price lists.

Retail sales cycle

Analyses and Reports

These menus allow you to grant the relevant user groups

access to analyses and reports.

Purchase and sales (trade and

retail) cycle

Trade sales

These menus allow you to authorize the relevant user groups

to input, modify, view, duplicate and reconcile the various

types of trade sales documents.

Trade sales cycle

Generation

They also allow you to manually or automatically change

one type of trade sales document into another type of

document that comes later in the sales cycle. They can also

be used to manage user access rights for document approval,

customer order allocation, remainder cancellation.

Trade sales cycle

Trade price lists and

Pricing

These menus allow you to grant the relevant user groups

access to trade sales price list management functions, i.e. tax

excluded price lists.

Trade sales cycle

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- external reference

- follow-up reference

- employee

Note that these pieces of information may be subject to an additional setup in the document types (go to module Settings - Documents - Documents/Types):

- Miscellaneous tab: defines how references (internal, external and follow-up) will work.

- Employee tab: defines the default type of the sales representative linked to the document (salesperson, cashier, representative, etc.)

For further information about the settings of the document types, please refer to the chapter about Document types.

Important information about the following fields :

Document user-defined tables (optional)

If the information in the document header is insufficient to characterize it, you can add data by using user-defined document tables. Therefore a preliminary setup is required.

Titles of user-defined tables

Back Office: Settings - Documents - User-defined tables - Documents/Definition

At first, it is necessary to give a title to the additional data.

Examples:

Order type

Origin of the order

User-defined table elements

Back Office: Settings - Documents - User-defined tables - Documents/User-defined fields

Secondly, you must define the list of the possible values for the titles defined previously.

Example:

Consider the two previous examples for user-defined tables:

- For title "Order type" you can create the following: collection, replenishment, etc.

- For title "Origin of the order" you can create the following: regular mail, e-mail, fax, etc.

You can also use an existing subtable, thus avoiding the entry of different descriptions. Therefore, tick the "Using a subtable" checkbox option, and select the subtable to use.

In this way, you can define a table called “Collection”, and then use the “Collections” subtable without having to fill them in, as they are already defined in the subtable. You

can do the same on all the subtables proposed: Zip codes, Accounting categories, Shipping method, Regions, Currencies, etc.

Scope of use for user-defined tables

Back Office: Settings - Documents - Documents/Types

In step three, you must determine the scope of use. Go to the User-defined tables tab, and tick the "Use of user-defined tables" checkbox option, and specify the preferred

values. The "Mandatory" checkbox option makes the entry of this information mandatory, with or without a default value.

How to use user-defined tables

User-defined tables are used during document entry for future operations in purchase statistics.

Document body

This part is used to enter items, or other lines such as comment lines. Several entry methods are offered:

Entry of the item reference

Enter into the Reference field the item reference directly or double click to select your item from the list (only the items linked to the supplier of the document are proposed.)

Enter barcode

Click on this button to display the "Enter barcode" screen.

Terminal downloading

Fields

Description

Document currency

This field recovers the setup defined in the document types/Preferences tab, field

Origin of currency

Delivery date

This fields is supplied by the setting defined in the document types/Preferences tab,

field Origin of delivery date.

Document sales rep

This field recovers the setup defined in the document types/Employee tab, field

Sales representative type.

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It is possible to use a portable inventory terminal (PIT) to download data.

Therefore, click on the [Enter the barcode] button to display the "Enter barcode" screen.

Then click on this button to open the Transmission window.

Footer information of the document

In addition to the information displayed on the item lines entered in the document, and the totals, it is possible to enter in the footer:

- a footer discount

- a business discount

- freight and expenses

Payment entry

For sales document (trade and retail,) once the body of the receipt entered and validated, an entry window opens automatically to allow you to add the payment method(s)

used.

Other entry functionalities

Back Office: Purchases and Sales (Retail and Trade) modules - Enter

The functionalities linked to the entry of a document are available in the toolbar. Depending on the settings of the folder, other buttons or lines of buttons are available

(litigation, packing, pre-allotment etc.)

Query, Modify and Duplicate Purchase and Sales Documents (Trade and Retail)

Query documents or receipts

Button

Description

This button is used to view the third-party record or the document currency.

The [Additional actions] button is used to enter information to complement the header information, to

detail discounts, to enter taxation exemptions, etc.

The [Installments] button is used to open the due dates and payment methods input window.

The [Line actions] button is used to insert and delete lines, to merge lines with identical characteristics

and to display or hide generic item dimensions.

The [Insert subtotal] button is used to create a subtotal during entry.

This button is used to enter a deposit or a payment, if the deposit management is enabled in the

document type, in the Management tab.

The [Freight and expenses] button allows you to create or use freight and expenses for the document.

The [Search] button allows you to search for an element in the document

The [Detailed description of item] button opens a small free input window for the selected line, which

can be used to enter comments on a line.

If this button is used the item search is performed via the item referencing rather than via a list of

items.

The [Enter barcode] button opens the barcode entry window.

This button concerns only purchase documents. It is used to insert items in mass based on inventory

criteria.

This button concerns only purchase documents It is used to create an item during document entry.

This button is used to manage the packing of items, if the appropriate option has been enabled first in

the document types.

This button is used to create a third-party as long as the cursor is located in the document header (a

supplier for purchase documents, a customer for sales documents.)

This button concerns only purchase documents. These buttons are used to allocate automatically the

quantity of the previous document to the current document for a specific line or for all the lines of the

document.

Access from Back Office

Type of query

Purchases or Trade sales - Query/By

document

By document

Documents can be queried document by document. In this case, 1 line = 1 document. Double-clicking on a line allows

you to view the document concerned (for re-printing for example.)

Purchases or Trade sales - Query/By

Query by document line

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Modify documents or receipts

Duplicate purchase and trade sales documents

Note that this feature does not concern Retail sales in Back Office.

To duplicate a document, you must first specify the duplication types for each document type in module Settings - Documents - Documents/Types.

Go to the Management tab, and specify in the "Duplication types" field the duplication types for each document type.

Duplicating a document

Back-Office: Purchases or Trade sales modules

This function is useful for entering a new document quickly when the lines are virtually identical and only one piece of header information needs to be changed, such as the

customer or store.

The document duplication function does not create any link between the original document and the duplicated document.

Double-click on the document to duplicate. Once open, make the relevant modifications and validate.

document line

Documents can be queried by document line. In this case, 1 line = 1 line in a document. Double-clicking on a line

allows you to view the document concerned (for re-printing for example).

Purchases or Trade sales - Query/By

document

Query canceled documents

The "Deleted document" checkbox option, available the Status tab, is used to view the canceled documents only. By

default, this option is not ticked.

Sales - Retail sales - Query/Receipts

Query receipts

Receipts can be queried receipt by receipt. In this case, 1 line = 1 receipt. Double-clicking on a line allows you to view

the document concerned (for re-printing for example).

Sales - Retail sales - Query/Receipt

lines

Query receipt lines

Receipts can be queried by line by line. In this case, 1 line = 1 receipt line: Double-clicking on a line allows you to

view the document concerned (for re-printing for example.)

Sales - Retail sales - Query/Receipts or

Receipt lines

Query canceled receipts

The “Receipt canceled” option, available the Additions tab, is used to view canceled receipts only. By default, this

option is not enabled.

Purchases or Trade sales - Query/By

archived document or By archived

document line

Sales - Retail sales - Query/Archived

receipts or Archived receipt lines

Query by archived documents/receipts

Once the documents or receipts archived, use this command to perform queries (by document/receipt or by lines.)

- About the archiving feature (module Administration, menu Purge, command Archive/Archive documents):

Archiving consists in reducing the size of the document tables, thus optimizing the management of active documents.

The process is subject to the purge date (this date must be inferior to the current date by at least 3 years) and to the

existence of an inventory closure (prior to the archiving date in order to be able to recalculate inventory.) The event

log contains a record of archiving operations. The discount dashboard (available in Sales - Analysis -

Dashboard/Discounts,) takes the movements archived in Back Office into account.

Access from Back Office

Type of change

Purchases or Trade Sales -

Modification

Modification of documents

This feature is used to modify the contents of a document. Once validated after its entry, a document can be modified

only via this command. When a document has been opened using the modification command, the usual entry

functions are available from the toolbar. However, some header information can no longer be modified.

Purchases or Sales (Trade or Retail) -

Batch modification

Batch modification of documents/receipts

This feature is used to modify the following properties of the documents/receipts selected: Acknowledgment of

receipt, recorded document, Exported document, emailing status, mailing associated with a document This batch

modification can be performed by document or document line.

Sales - Retail sales - Modify receipts

Modification of a receipt

This feature is used to modify the contents of a sales receipt. Once validated after its entry, a receipt can be modified

only via this command.

This toolbar button is used to modify only the user-defined document tables, as long as they are not accounted

for. This function depends on the activation of the “Override modification settings for user-defined tables” concept, in

Administration - Users and Access - Access Right Management. This concept is used to ignore the settings defined in

the "User-defined tables" tab in the settings of the document types, thus making all user-defined tables modifiable.

Sales - Retail sales - Batch

modification

Modification of a payment

This feature is used to modify the payment of a receipt. Once validated after its entry, a payment can be modified only

via this command.

Sales - Retail sales - Assignment to a

customer

Modification of a customer

This feature is used to modify the customer of a receipt. To search for specific sales receipts, this window offers

numerous selection criteria, especially the Store field in the Standard tab. Once the list of the receipts displayed,

double click on the line of your choice. In the list of customers that will display, select the customer you want to

assign to the receipt. After validation, a process is launched to link the receipt to the customer, taking into account the

customer's loyalty. This operation is logged to the event log, thus tracing the origin of the assignment.

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Upon duplication, button [Zoom menu, option Linked documents] displays the list of linked documents, and the type of link, in a simplified multi-criteria selection

screen.

Information is added to the duplicated document to show that it has been duplicated. This information is also added to the duplication multi-criteria selection screen, in order

to facilitate the selection of non-duplicated documents.

Please notice that the usual entry functionalities are available to you through the toolbar.

Preventing the modification or duplication of a document/receipt

If this feature is enabled, a user who tries to modify a document/receipt declared non-modifiable or to duplicate a document declared non-duplicable, will see a message

displaying that this operation is not allowed.

Just remind: this feature does not concern Retail sales in Back Office.

Step 1: Define the actions that make the document non-modifiable or non-duplicable.

Back Office: Settings - Documents - Documents/Types

For the document type of your choice (FFO for receipts), go to the Management tab and specify in field "Doc. is not modifiable after” or in field “Non-duplicable doc. after”

the actions that make this document type non-modifiable or non duplicable (creation, visa, etc.)

Step 2: Enable user rights

Back Office: Administration - Users and access - Access rights management

Select menu Concepts (26) and go to Commercial management - Document entry.

The “Modifying a non-modifiable document” and “Duplicating a non-duplicable document” concepts must be set to red to forbid the modification or duplication of these

documents.

Generating Purchase and Sales Documents

Automatic or manual document generation

This process consists in creating a new document quickly from another document that precedes it in the trade sales cycle. There are two types of generation (manual or

automatic)

Manual generation

Back Office: Purchases or Sales - Generation - and then selection of the command

This feature allows the rapid entry of a document from a previous document. Each document can thus be generated from a previous document in the purchase cycle.

Examples:

- Creating a delivery from a customer order, or creating an invoice from a delivery or direct from a quotation.

- Creating a receipt from a purchase order, or creating an invoice from a receipt.

Standard input procedure

Choose the type of document you want to generate from the generation menu: Order, Delivery, etc.

Use the multi-criteria selection screen to search for the document you want to transform. Only those types of documents that precede the new document in the cycle will be

shown.

Double-click on the document to transform. The entry screen for the document you want to generate will open, with the normal entry functions.

Use the following quantity allocation buttons located in the toolbar, and then validate the new document:

- Allocate the quantities automatically for the line.

- Allocate the quantities automatically for the document.

Note: The quickest method is to allocate the quantities for the entire document, and then just change the lines that have different quantities.

Blind entry of barcodes

In manual document generation, you can opt for entering barcodes in blind mode. If the option is enabled, you must enter the barcode using the barcode entry screen and you

cannot view information from the previous document. However, if an item barcode is not usable (erased or torn label,) this button , available on the input line (Barcode

field) allows you to select the item from a multi-criteria screen.

To implement this functionality, enable the Blind entry of barcodes setting in the document type concerned. Once this setting is enabled, you can nevertheless force this

setting for some user groups by activating, through the access right management, the Override blind entry of barcodes for manual generation concept from Back Office

module Administration, menu Users and access, command Access right management, and the Concepts (26) - Commercial management/Document entry.

If there is a difference between the original document and the validated document, an information message is displayed to alert the user about this issue: “There are

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differences between the validated document and the original one. For further information, please refer to the event log.”

In order to keep track in the event log, of these discrepancies found for the entered items, go to module Administration - Users and access - Access rights management, and

then menu Follow-up actions (113) and enable the tracking of actions of your choice:

- Purchases - Generation of purchases - Discrepancy on blind validation of barcodes

- Sales - Generating sales - Discrepancy on blind validation of barcodes

Automatic generation

Back-Office: Purchases or Sales - Generation - Automatic generation

This command enables the automatic generation of a document or several documents using one or several preceding documents, according to grouping criteria (see below.)

In the case of different suppliers in original documents, several documents will be generated.

In the case of identical suppliers in the original documents, just one document can be generated, under certain conditions (same tax system, same discount if there is one, same

currency, etc.)

Pre-receipts and receipts of ALFs and CFs

Back Office: Purchases - Generation - Pre-receipt and receipt of notices

It is possible to pre-receive and receive delivery notices and purchase orders automatically in multi-selection. This makes it possible to accelerate the merchandise receipt

functionalities in the case of delivery notices by indicating that the goods have arrived at the store, thus allowing them to be rapidly entered into inventory.

Procedure

Documents must be selected with the space bar, and then use one of the following buttons:

- This button launches the pre-receipt of the elements selected.

- This button launches the validation of notices and orders (and therefore receipt) of elements selected.

- This button displays the communication screen with an input terminal. Terminal downloading allows you to automatically take delivery of the notices and orders.

- These buttons allow you to perform pre-receipts and receipts of multiple packages. They display a screen that allow you to enter information quickly , especially if

the references are barcodes. These two options are subject to the following access rights: “Authorize multi-package pre-receipts when validating notices” and “Authorize

multi-package receipts when validating notices”, both available in Menu 26 - Concepts - Commercial management - Document entry.

Status

The status of a receipt may have 1 of these 4 values:

- On hold: the document has just been created

- Pre-received: the document has arrived at the warehouse

- Partial processing: The document content has been scanned but items are missing

- Notice processed: all the items have arrived or the document has been cleared

To view the status in the multiple criteria screen, configure appropriately the display of the "Receiving Status" column.

For convenience, this screen will also allow you to pre-receive and receive transfer notices (TRV).

The “Pre-receve and receive notices” feature is also available in Back Office in menu Inventory - Generation, and in Front Office in menu Management - Receipts and returns.

Grouping criteria

Back Office : Settings - Documents - Documents/Types

The grouping criteria can be configured via the [Additions - Grouping option] button, according to document type.

Third-party criteria are generally used for quotations, taxes, invoicing system (tax exclusive or inclusive), business discount percentage, etc. You cannot group orders from

more than one customer into a single delivery.

Visa Management

Approval management allows any document type to be subject to validation by an authorized user if the amount in question falls outside of a predefined range (see Approval

Management.)

Example:

For example, a customer order must be approved if the cost exceeds 500 euros.

Remainder management

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When entering a document, you may find that there are quantities leftover from the quantity entered in the preceding document. These are called remainders.

Example:

Order # 1 contains the following items:

- UNI: 3 items

- DIM: 20 items, as follows:

Receipt # 1 is generated from order # 1:

- UNI: 1 item

- DIM: 20 items, as follows:

The remainders of the UNI item are therefore 2 items.

The remainders of the DIM items are as follows:

These remainders can be consulted:

- in the document query (field GP_TOTALQTERESTE)

- in the documents line query (field GL_QTERESTE)

- in the purchases dashboard

- in the inventory cube

Note: The DIM quantities for size 44 are referred to as surplus quantities.

Impacts on Inventory

Purchase and sales documents have an obvious impact on inventory.

Purchase documents

The following counters allow you to change the DISPO table:

- GQ_PHYSIQUE (physical inventory)

- GQ_PROPOACHAT (purchase proposal counter)

- GQ_RESERVEFOU (purchase order counter)

- GQ_ANNONCELIV (delivery notice counter)

- GQ_LIVREFOU (receipts of goods counter)

- GQ_FACTUREFOU (supplier invoices on inventory counter)

Colors/Sizes

total

Black

Pink

Total

Colors/Sizes

Total

Black

Pink

Total

Colors/Sizes

Total

Black

Pink

Total

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- GQ_AVOIRFOURNSTOCK (supplier credit note on inventory counter)

- GQ_RETOURFOURN (supplier return counter)

Purchase proposals, purchase orders and delivery notices never have an impact on physical stock (GQ_PHYSIQUE). The other documents have an impact on stock as

indicated above.

Please notice that in some cases, the generation cancels the impact of the previous document.

Example:

GQ_RESERVEFOU is impacted again by the generation of the previous document.

Sales documents

The following counters allow you to change the DISPO table:

- GQ_PHYSIQUE (physical inventory)

- GQ_RESERVECLI (customer order counter)

- GQ_PREPACLI (delivery preparation counter)

- GQ_LIVRECLI (customer delivery counter)

- GQ_DISPOCLI (available reservations and orders counter)

- GQ_FACTURECLI (customer invoices on inventory counter)

- GQ_AVOIRSTOCK (customer credit notes on inventory counter)

Deliveries, invoices and credit notes have an impact on the physical inventory (GQ_PHYSIQUE field). The other documents have an impact on stock as indicated above.

Please notice that in some cases, the generation cancels the impact of the previous document.

Example:

GQ_RESERVEFOU -1 is impacted again by the generation of the preceding document.

Trade Payments

One of the key elements of trade sales document management is the entry and tracking of customer payments. By default, when accounting and commercial management have

common databases, this tracking is managed via the additional accounting module called "Payment follow-up". If the databases are different, a number of settings must be

configured in the commercial management folder in order to ensure that customer payments are tracked (whether they have been collected or not), and that a customer’s

balance can be viewed at any time.

Trade settlement settings

Enable payment follow-up

Back Office: Administration - Company - Company settings

Go to Commercial management/Customers-Suppliers, the check the “Trade settlement management” option (available in Customer payments section).

Configure how the installment window opens

Action:

Impacted counters

Impacted quantity

Creation of a purchase order (CF)

GQ_RESERVEFOU +1

Generation of a delivery (BLF)

GQ_PHYSIQUE

GQ_LIVREFOU

GQ_RESERVEFOU

-1

Action

Impacted counters

Impacted quantity

Creating a customer order (CC)

GQ_RESERVECLI

Generating a delivery (BLC):

GQ_PHYSIQUE

GQ_LIVRECLI

GQ_RESERVECLI

-1

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Back Office: Settings - Documents - Documents/Types

Go to the Management tab and specify how the installment window will open (automatically, on demand, no installments.)

Configure payment method used

Back Office: Settings - Management - Financing plans

This option enables the user to define the payment methods that will be used when entering trade payments.

Entering trade payments

Back Office: Sales - Trade sales

This section explains trade payment entry within or outside a document.

Enter payments in a document

Back Office: Sales - Trade sales, then select the document to enter (estimate, order, delivery, etc.)

Depending on the relevant settings, the installment window will open automatically or via the [Installments] button.

For all documents except invoices, you must first indicate whether a payment is a deposit or a down payment. This information is not required for an invoice.

You must then specify the customer payment method(s), the respective amounts and whether the payments were made at the time, or the scheduled payment date, otherwise.

The default settlement method specified in the Payment tab of the relevant customer record will be displayed first.

This button allows you to access the financing plan settings in the Installment distribution window.

Note that the “Amount collected” information is only available when the “Trade settlement management company” option has been activated.

This button allows you to assign due dates to the payment methods displayed.

Enter payments without using a document

Back Office: Sales - Trade sales - Enter payment

This allows you to enter a payment without entering a business document.

The payments and due dates entry window is then displayed so that you can complete the initial entry made during document entry. In this entry mode, payments are

considered to be collected by default.

Warning:

When a payment is entered directly in this way it is linked to a fictitious document type, with the code FIC.

List of payments when generating invoices

Back Office: Sales - Generation - Invoice

When the “Trade settlement management” option has been enabled in company settings, a list of customer payments will be automatically displayed when validating the

generation of customer invoices.

You can then select all or some of the payments that were recorded as collected when the documents preceding the invoice were entered.

View customer outstanding business

Back Office: Basic data - Customers - Customers

You can view a customer’s outstanding business in the General tab of the customer record, using the [Customer outstanding] button. You can also access the customer

record from a trade sales document, using the [Zoom menu - Show third-party] button from the toolbar.

The outstanding business, the accounting outstanding, the amount paid but not due and the risk amount are displayed automatically according to the customer’s documents.

Information on the last document entered is also displayed. The calculation of these values depends on the settings specified in the Third-party tab of the of the document

types (go to module Settings,- Documents - Documents/Types) for the following fields:

- Consider in outstanding

- Consider customer exposure

The risk calculation is based on the credit values and credit ceiling specified for each customer. These values are displayed but cannot be modified, as they have been

configured for each customer in the Payments tab of their respective records. The color of the traffic light changes according to the customer exposure level:

- green when the credit granted has not been reached

- orange when the credit granted has been reached or exceeded, but not the relevant credit limit

- red when the credit limit has been reached or exceeded

According to the level of exposure, a warning message will appear when a new document is entered for this customer:

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- Credit granted to the third-party has been exceeded

- Credit limit granted to the third-party has been exceeded.

Once the credit limit has been reached or exceeded, entries will be locked. You can, however, force the lock by checking the Force status checkbox (subject to access rights).

In the Outstanding window, the [Outstanding detail] button provides access to a document recap relating to the customer in question, and the associated payments.

Reconciling/Canceling payment reconciliation

Back Office : Sales - Trade sales - Reconcile/cancel

Yourcegid Retail Y2 allows you to match invoices to customer payments.

After having selected a line from the list, click on this button to view the document information at the bottom of the screen without having to open it.

The left part displays information about the items of the document and the right part displays payment data.

The [Zoom] button allows you to switch between the customer record view and the document view.

Lines can be selected using the space bar or the [Select all] button.

A number of checks are performed when carrying out or canceling a reconciliation. Generally, these checks are linked to payments; and based on their context the following

messages may be displayed:

- The sum of payments cannot be superior to the sum of invoices.

- Payment of invoice no. XX is linked to several invoices. Do you want to cancel the reconciliation of these other invoices or only this one?

Omni-Channel Management - Contents

General settings

Serializing the Omni-channel module

Company settings

Access rights

Specific settings

Creating a store

Configuring stores

Configuring registers

Creating movement reasons

Management in Back Office

Manual order entry

Automatic order integration

Managing orders

Canceling orders

Canceling orders based on their delivery method

Managing returns

Management in Front Office

Order entry and tracking

Canceling orders

Managing returns

Validating requests for goods

Managing pick-up points in Front Office

No available stock in central warehouse for orders

Settings and general information

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Operating principles

Processing customer orders

Other features available in the Omni-channel module

Multicurrency management for orders

Data recovery

Data export

Management of formulas in lists of requests for goods

Querying documents

Omni-Channel General Settings

Serialization

Back Office: Administration - Company - Serialization/Activation of modules

The Omni-Channel module must be serialized before you can use it. If need be, activate the following modules and validate: 30523 - 30524 - 30525 - 30526 - 30527 - 30528 -

30529 - 30530 - 30531.

Company Settings

Back Office: Administration - Company - Company settings -

Go to Commercial management/Omni-Commerce and specify the settings described here.

Access Rights

Back Office: Administration - Users and access - Access right management

Enable access rights for user groups of your choice.

Menu Data Exchange (1)/Data export

The "Export omni-channel documents" section may allow user groups of your choice to perform exports of omni-channel returns and sales.

Menu 26—Concepts/Omni-channel

This section may allow user groups of your choice to perform the following operations:

- Authorize the modification of document headers

- Deny a reservation request (via the reservation request screen available from the sales transaction entry.)

- Entry of gift messages

- Entry of customer comments

- Order blocking

- Order release

- Order cancellation

- Close order

Menu Sales (102)/Omni-channel sales

- Track orders

- Enter an order

- Orders with outstanding payments

- Validate orders

- Receive orders

- Prepare orders

- Deliver orders

- Block orders

- Release orders

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- Cancel orders

- Query by document

- Query by document line

- Follow up return notices

- Enter a return notice

- Receive return notices

- Refuse return notices

- Enter an exchange order

- Pick-up point

Menu Sales (109)/Omni-channel sales

- Track orders

- Requests for goods

- Transfer notices

- Pick-up point

Omni-Channel Specific Settings

Creating an omni-channel store

Back Office: Basic data - Stores - Stores

This step creates a store dedicated to omni-channel transactions. Omni-channel stores represent the headquarters site used for these transactions. For a store to be considered

as an omni-channel store, populate the following options.

Contact information tab

Omni-channel tab

Specify the options linked to the payments used and define the options of returns and exchanges.

Configuring omni-channel stores

Back Office: Basic data - Stores - Stores

Fields

Description

Currency

By default, the omni-channel store handles a main currency. This currency is used to manage a

currency common to all sales on the Website.

Type

Select the Omni-channel type.

Field

Description

Payment method for outstanding

amount

Used in the case of a partial payment of the order. This will be potentially used in all omni-channel

scenarios.

Payment of deposits for

reservations

The deposit payment is the register operation used to register a payment made on the Website. It is

associated with a payment method “Already paid deposits” in the same currency. Used only in the case

the order is picked up in the store, this deposit will be resumed at checkout.

Other currencies accepted

This option allows a Website to serve multiple countries with different currencies (refer to

Multicurrency Payment of Omni-Channel Orders.) The table that displays lists these currencies and

their deposit payments. The following checks will be performed:

- The store currency cannot be added (because already present)

- One single line is entered per currency

- The deposit payment must be associated with a payment method in the same currency as the sale.

- The deposit payment is mandatory.

Please note when this screen is validated, the number of accepted currencies (in parentheses) is

updated on the store screen.

Blocking reason

If the order is blocked, this setting allows the selection of the default reason. (Example: it may be

useful to block the order as long as an announced return of goods is not received.)

Payment method for credit notes

In the case of a return of type credit note or exchange, select the payment that will be used to refund

the customer.

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This step defines which stores will perform omni-channel operations (pick-up points, picking up orders in the store, etc.) Open the Store record concerned and populate

following options in the Omni-channel tab:

Omni-channel tab

Configuring omni-channel registers

Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

This step is used to declare the registers that will manage omni-channel transactions. Open the register record of your choice and select the Services tab. Tick the "Alert on

Web reservations" checkbox. This way, if there are pending reservation requests, the screen for reservation requests will be displayed automatically as soon as the sales

transaction entry screen is called, or directly after the validation of a receipt.

Creating movement reasons

Back Office: Settings - Documents - Movement reasons

This step is optional and makes sense only if you use the following features:

- Blocking/Releasing omni-channel orders

- Canceling omni-channel orders

- Refusing return notices

This allows you to create the reasons why one of these documents may be blocked, refused or canceled. Create a movement reason of each feature you want to use.

- For blocking orders, select type "Order blocking" and validate.

- For canceling orders, select type "Order cancellation" and validate.

- For refusing returns, select type "Return refused" and validate.

Manual Entry of Omni-Channel Orders in Back Office

Manual entry of an omni-channel order

Back Office: Sales - Omni-channel sales - Enter an order

The manual entry of an omni-channel order requires the identification of the customer and the entry of an internal reference. When the order is validated, a screen displays for

you to select various delivery options:

- Delivery to the customer

- Reserved in store

- Picked up in store

- Store pick-up point: in this case, the store is to be considered as a pick-up point (refer to Configuring Omni-Channel Stores.)

For the first three choices, the "Enter payments” window displays to validate the customer's payment conditions.

Entering gift messages or customer comments when entering an omni-channel order

Field

Description

Withdrawal of goods

- Pick up orders in store: The store receives goods from the Headquarters to hand them out to the

omni-channel customer.

- Omni-channel reservation store inventory: Allows a store to recover e-Commerce reservation

requests.

- Management of pick-up points: Tick this option if the store is a pick-up point (visible only if the

company setting of the same name is enabled.)

Shipment of goods

- Transfer to Headquarters: If this option is ticked, the store may send goods to the Headquarters.

- Shipment to customers: If this option is ticked, the store directly delivers the goods to the customer.

- Transfer to others stores: If this option is ticked, the store directly sends goods to another store.

Preparation management: the preparation step is handled in the store only. Please note! This option

displays only if the relevant company setting in the omni-channel section is also enabled.

Authorize the entry of an omni-

channel order:

Allows the store to enter an omni-channel order with payment of a deposit on behalf of the customer.

Omni-channel affiliated store

Select necessarily an omni-channel type store.

GPS coordinates

Optional setting used to locate the store (on Google Map for example.)

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You can customize omni-channel orders by adding a gift message or a customer comment.

- The gift message corresponds to information of type "Happy birthday".

- The customer comment corresponds to an additional information of type "Leave the package with the caretaker".

Preliminary settings

Back Office: Administration - Users and access - Access rights management

These features are subject to the access right management. Open the Concept (26) menu and activate the concepts you want to handle:

- Entry of gift messages

- Entry of customer comments

Entering a gift message

When entering omni-channel orders

When validating the order, a window displays proposing the following choices if the concept is enabled:

- No card

- Blank card: this choice enables you to write a few words on a blank card.

- Customized card: enter your text in the box provided for this purpose.

Entry of a customer comment

When entering omni-channel orders

When validating an order, enter additional information in the customer comment field, if the concept is enabled.

Modification of the comment or the gift message

In any case, it is possible to return to the entered comment and gift message using this button available in Order Tracking.

Automatic Integration of Order

Note that omni-channel orders that have a currency different from those configured will be rejected by the data import and the Web Services (SalesDocument.Create).

Importing omni-channel orders

Back Office: Data exchanges - Data recovery - Data import

Orders can be imported. For further information about import formats for files, please contact your consultant. At order creation:

- The follow-up status may be "To process" or "Validated".

- The payment status may be "Partially paid" or "Paid".

Calling the order creation WebService

WebServices will use the data import mechanism to create the order. For further information about their use, please refer to relevant documentation available when you install

the following kit: E_IIS_DOCUMENTATION_RETAIL.msi. At order creation:

- The follow-up status may be "To process" or "Validated".

- The payment status may be "Partially paid" or "Paid".

It is possible to issue and consume paper-values when entering an omni-channel order. Therefore, the entry of paper-values must have been authorized. These values are

generated on the order with an inactive status; finally, when orders are invoiced the generated paper-values are resumed in the sales receipt and made active. They are moved

to status "deleted" on the order.

The issuance step is characterized by the addition of items of type "financial” for which a voucher number must be entered. The latter can be entered together with the order,

or later at delivery.

The consumption requires a payment of type “paper-value” for which the relevant voucher number will be specified.

Please note!

This can be used only for data imports: at present, the whole paper-value will be used. Any potential leftover will be lost.

Tracking and Management of Omni-Channel Orders in Back Office

Tracking omni-channel orders

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Back Office: Sales - Omni-channel sales - Track orders

The Track orders screen lists the documents generated during the various steps of order management.

It tracks the omni-channel order during its whole life cycle and displays information about tracking, payment, invoicing, shipment and return status. It allows the user to

perform actions specific to the omni-channel central level (picking, delivery or order transfer.) A double-click on a line in this screens triggers the document to be opened in

read-only mode.

Actions to perform from the tool bar

This button is used to view the order.

This button blocks the order (refer to Blocking/ Releasing e-Commerce orders. (see Blocking/Releasing Omni-Channel Orders).

This button closes the order (see Closing Omni-Channel Orders).

This button displays the gift messages and customer comments (see Entering Gift Messages or Customer Comments).

This button is used to modify the order.

This button creates the preparation.

This button creates the associated delivery and invoicing.

This button cancels the order (see Canceling Omni-channel Orders.)

Omni-channel order statuses

Back Office: Sales - Omni-channel sales - Track orders

Follow-up status

The order may have one of the following statuses:

Shipment status

The order may have one of the following statuses:

- Not sent

- Sent

- Sent partially

- Shipment in progress

Invoicing status

Field

Description

To process

The order must be validated

Validated

The payment (full or partial) is done on site.

To supply to Headquarters

Headquarters have issued a transfer request form a store to Headquarters.

Requested at central level

The goods will transit from the Headquarters to the store.

To deliver by the store

A reservation was created in a store.

Preparation in progress

The delivery slip was created.

Prepared

The delivery slip was created.

Sent from Headquarters

The delivery slip was created.

Sent by logistician

The delivery slip was created.

Sent from store

The goods were shipped by the store.

Requested in store

The reservation of the goods was requested from the store.

Reserved in store

The transfer was received and the customer reservation created.

Picked-up in store

The customer reservation was closed in the store.

Closed

The order is already closed

Transferred to store

The goods are shipped from the Headquarters to the store.

Available in store

The goods are put aside.

Reservation request denied

The store refused the reservation request

Accepted by the customer

The store refused the reservation request

Awaiting return

To goods are to be returned by the customer.

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The order may have one of the following statuses:

- Not invoiced

- Invoiced

- Partially invoiced

Payment status

The order may have one of the following statuses:

- Outstanding payment

- Captured payment

- Partial payment captured

- Debited payment

- Partial payment debited

- Generated credit note

- Payment refused

- To reimburse

- Payment credited

- Reimbursed

Delivery status

The order may have one of the following statuses:

- Delivery from Headquarters

- Store reservation

- Pick-up in store

- Pick-up point

Store status

The statuses of the store are limited to Pick-up store and Reservation store.

Various processes for omni-channel orders in Back Office

Omni-channel orders with outstanding payments

Back Office: Sales - Omni-channel sales - Orders with outstanding payments

This command is used to validate the payment statuses for new omni-channel orders. This step is optional if the order arrives from the omni-channel site directly with a

validated payment status. In order to resume only orders with outstanding payments, the "Payment status" criterion must be set to "Outstanding payment". The Payment

column will display the status of the payments

Validating omni-channel orders

Back Office: Sales - Omni-channel sales - Validate orders

This step is optional if the order arrives from the omni-channel site directly with a validated follow-up status. This command is used to validate the follow-up status for new

omni-channel orders. In order to resume only orders to validate, the "Follow-up status" criterion must be set to "To process".

Receiving omni-channel orders

Back Office: Sales - Omni-channel sales - Receive orders

In the case where goods are transferred from stores to the omni-channel store, this screen enables you to receive this merchandise. Once all the goods are received, the order

will then be delivered to the customer.

Preparing omni-channel orders

Back Office: Sales - Omni-channel sales - Prepare orders

This step moves the omni-channel orders into preparation. The order document is changed into a preparation document.

Delivering omni-channel orders

Back Office: Sales - Omni-channel sales - Deliver orders

This step changes omni-channel orders or preparations into deliveries. The order or preparation document is changed into a delivery document. Upon delivery, if shipping fees

are set in the company settings (refer to Shipping fees item, in the Processing orders at central level section,) this item will be automatically integrated with the delivery, if it is

also present in the order.

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Blocking/Releasing omni-channel orders

This step is optional, but in some cases it may be useful to block an order (in the case of disputes or if a return is expected.) To use these features, you must first create the

reasons why an omni-channel order may be blocked.

Blocking or releasing an order manually

Back Office: Sales - Omni-channel sales - Block orders/Release orders

Select the order to block (or release) and click this button. Select the appropriate reason and validate the process.

The order will show "Order blocked" in red.

Warning!

These features are subject to the access right management (refer to Menu (26)— Concepts):

- Order blocking

- Order release

Blocking or releasing an order through import

- $$_BLOQUECDEECO blocks the order,

- $$_MOTIFLOCKCDEECO specifies the reason why orders are blocked,

- $$_BLOQUECDEECO releases the order,

Blocking or releasing an order using WebServices

For further information about their use, please refer to relevant documentation available when you install the following kit: E_IIS_DOCUMENTATION_RETAIL.msi.

Closing omni-channel orders

Back Office: Sales - Omni-channel sales - Close orders

In some cases, an order processed by an omni-channel store may be delivered partially. The decision may be taken not to deliver the remaining quantities of the order, and in

this case, the order must be closed.

Note that omni-channel orders can also be closed from the Order tracking feature, using this button.

In the case where the order is paid with gift certificates, remainders will be created for gift certificates, as well as for credit notes.

Gift cards will be credited back. In the case where an order is canceled, the order will be closed automatically. In the case of a partial delivery, the delivery will specify the

amounts of the various payment methods.

Example:

Order of 2 items worth €40: 1 item worth €30, 1 item worth €10.

The payment is done as follows: Bank card: €20, gift certificates: €20.

Partial delivery: only the item worth €30 is delivered.

The delivery document displays the payment method amounts: Bank card: €20, gift certificates: €10

When the order is closed, €10 will be refunded in gift certificates.

Closing omni-channel orders trough import

$$_SOLDECDEECO closes an order.

Canceling Omni-Channel Orders in Back Office

Yourcegid Retail offers the possibility to cancel omni-channel orders. To use these features, you must first create the reasons why an omni-channel order may be canceled

(see Creating Movement Reasons.)

General principles

Note that if the "Order blocking" concept is enabled, then only a blocked order may be canceled. The order moves to status "Canceled". The order will be closed and its

content kept. Any subsequent documents in progress will be deleted. Cancellation is irreversible.

Manually canceling omni-channel orders

Back Office: Sales - Omni-channel sales - Cancel orders

Select one or more orders to cancel and then click on this button. Specify the reason for cancellation and validate.

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Just remind if the "Order blocking" concept is enabled, only blocked orders can be canceled.

Warning!

This feature is also subject to the "Order cancellation" access right, available in the Concept (26) menu.

Canceling omni-channel orders through import

Field $$_ANNULECDEECO is available to cancel the omni-channel order.

Field $$_MOTIFANNULECDEECO specifies the reason for cancellation. According to the settings defined in Yourcegid, this reason may be mandatory.

Canceling omni-channel orders using WebServices

For further information about their use, please refer to relevant documentation available when you install the following kit: E_IIS_DOCUMENTATION_RETAIL.msi.

Duplicating canceled omni-channel orders

Back Office: Sales - Omni-channel sales - Track orders

Use the "Order status" criterion from the multiple criteria screen of order tracking to display the canceled orders. Double-click on the order of your choice: the order will

display with "Order canceled" in red.

Click the [Order duplication] button to create a new but identical order. The new order is linked to the canceled one; its statuses will be reset so that the order can enter

the order processing flow. Header elements are recovered from the canceled order:

- Customer

- Store and warehouse

- Delivery scenario

- Type of origin (Web/store)

- Internal reference: supplemented with an index (_1, etc.)

- External and follow-up references

- Delivery address

- Billing address

If need be, modify the order (quantity, items, etc.), then validate. When the order is validated, a screen displays for you to select various delivery options:

- Delivery to the customer

- Reserved in store

- Picked up in store

- Store pick-up point

Canceling Omni-Channel Orders Based On Their Delivery Method

Just remind if the "Order blocking" concept is enabled, only blocked orders can be canceled.

Orders of type "Delivery to the customer"

The process is always carried out from the original order. A reservation request cannot be canceled directly; therefore the original omni-channel order must be canceled first.

The cancellation process is described as follows:

Cancellation of the customer order

- If no preparation was generated, just close the order.

- The "customer ordered" data in the inventory records will be adjusted.

- The status of the order is set to "Order canceled".

If a preparation was generated, it will be deleted

- Lines will be deleted.

- The inventory for preparations in progress will be adjusted.

- The header of the preparation will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".

If a delivery was generated, it will be deleted

- Lines will be deleted.

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- The inventory for delivery in progress will be adjusted.

- The header of the delivery will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".

If the FFO invoice was already generated

- Creation of an FFO credit note impacting the sales figures: duplication of initial invoice with negative quantities.

- No impact on inventory: this is a billing receipt that does not impact inventory (the delivery document does have an impact on physical inventory.)

Orders of type "Reservation on store stock"

As long as the goods have not been picked up from the store by the customer, the initial order can be canceled. The cancellation process is described as follows:

Cancellation of the customer order

- The status of the order is set to "Order canceled".

The reservation request is deleted

- Lines will be deleted.

- If the reservation was not generated, the inventory for the reservation in progress will be adjusted.

- The header of the of the reservation request will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".

The reservation is deleted

- Lines will be deleted.

- The inventory for reservation in progress will be adjusted.

- The header of the reservation will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".

The FFO invoice is reimbursed

- Creation of an FFO credit note impacting the sales figures: duplication of initial invoice with negative quantities.

- The register operation relating to the deposit payment of the initial FFO invoice will be closed.

Within the reservation process, the following elements were created:

- A deposit payment receipt (collected by the site),

- A register operation for the payment of the deposit, that will be recovered in the store when customer picks up the goods. In this case, the customer's balance is positive.

The cancellation generates:

- A reverse receipt for the deposit paid (refunded to the customer)

- The closing of the register operation corresponding to the available payment. The customer's balance is null again.

Orders of type "Order picked up in store".

As long as the goods have no been picked up from the store by the customer, the initial order can be canceled. The cancellation process is described as follows:

Cancellation of the customer order

- The status of the order is set to "Order canceled".

If the transfer request was not processed, it will be deleted

- Lines will be deleted.

- The inventory for the transfer request in progress will be adjusted.

- The header of the transfer request will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".

If the transfer request was processed

- The header of the transfer request will be updated and the status updated to "Canceled".

If the transfer preparation was not processed

- Lines will be deleted.

- The inventory for the transfer preparations will be adjusted.

- The header of the transfer preparation will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".

If the transfer preparation was processed: update of the header and status set to "Canceled"

If the transfer notice was not validated:

- The status will be updated to "Canceled" for the sent transfer.

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- The status will be updated to "Canceled" for the transfer notice.

- The transfer notice can be validated, but will not generate any available order for the customer.

If the transfer notice was validated:

- The status will be updated to "Canceled" for the sent transfer.

- The status will be updated to "Canceled" for the transfer notice.

- The status will be updated to "Canceled" for the received transfer.

- The available order will be deleted.

- The lines of the available order will be deleted.

- The inventory for the available orders will be adjusted.

- The header of the available order will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".

The FFO invoice is reimbursed

- Creation of an FFO credit note impacting the sales figures: duplication of initial invoice with negative quantities.

- The register operation relating to the deposit payment of the initial FFO invoice will be closed.

In the same way as when making reservations on the store';s stock, we created:

- A deposit payment receipt (collected by the site),

- A register operation for the payment of the deposit, that will be recovered in the store when customer picks up the goods. In this case, the customer's balance is positive.

The cancellation generates:

- A reverse receipt for the deposit paid (refunded to the customer)

- The closing of the register operation corresponding to the available payment. The customer's balance is null again.

Managing Omni-Channel Returns Back Office

Omni-channel order returns

The final customer enters a return of goods on the Internet site. The site transmits the return notice to Yourcegid using an import flow or WebServices. A return notice

document is then generated. The central site can view the list of returns to validate.

The validation of the selected returns on this screen is carried out manually by a Yourcegid user or via data import (if there is an interface with an logistician.) The return

notice is then changed into a negative document of type receipt (FFO); inventory is updated too. Note that credit notes are not handled.

Entry of a return notice

Back Office: Sales - Omni-channel sales - Enter a return notice

Double-click the document concerned and validate the return. The "Exchange or return" window displays and prompts you to select the return type:

- Exchange: the latter must be entered later using the "Enter an exchange order" command.

- Return with credit note: a credit note is issued.

- Return with refund: the customer is refunded.

In the 3 cases, the "Installment distributions" window displays.

- In the case of an exchange, the payment method displayed is the one specified in the store record (Omni-channel tab).

- In the case of a return with a credit, the payment method displayed is the one specified in the store record (Omni-channel tab).

-In the case of a return with refund, this window allows you to select the payment method for refunding.

Follow-up of return notices

Back Office: Sales - Omni-channel sales - Follow up return notices

Double-click on a line of your choice to open a return notice. The return notice may have the following statuses:

- Announced return: the return notice was entered.

- Return validated: the return was received.

- Return not validated: the return was entirely refused.

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- Return partially validated: the partial return is refused.

Receipt of return notices

Back Office: Sales - Omni-channel sales - Receive return notices

This screen displays all pending returns. Open the notice of your choice and specify the quantity effectively received, then validate. This action triggers the creation of the

return receipt document.

Refusal of return notices

Back Office: Sales - Omni-channel sales - Refuse return notices

This feature allows you to refuse the pending returns displayed in this screen. To use these features, you must first create the reasons why return notice may be refused.

Select the line of your choice with the space bar and click on the [Validation] button. The Reason window displays and enables you to specify the reason why the notice

is refused.

Return and exchange

In the case of a return with exchange, the return notice is typed "exchange" and two documents closely linked are sent to Yourcegid Retail: the return notice and the new

order.

Details of the documents

The return notice (ANR) is then created in Yourcegid. This document must be linked to the original omni-channel order (LIAISONPIECE table); in this case, it appears in

order tracking. The payment method of the return notice is a credit note and is resumed in the settings of the store. This notice is of type Exchange.

The new omni-channel order displays a new follow-up status "Awaiting return". The order will be put on hold until the returned items are received and validated. If there is a

variance in price for the items exchanged, the return notice will include payment information: Reimbursement or Credit note

The new omni-channel order typed as "Exchange" linked to the return notice will be integrated:

- Either just after the return notice with the status "Awaiting return". The order will be blocked, waiting to be processed until the returned items are received and validated. A

new store setting defines the reason why the order awaiting a return will be blocked.

- Or after the receipt of the goods with a status "Validated".

Entry of an exchange order

Back Office: Sales - Omni-channel sales - Enter an exchange order

The screen displays the orders for which an exchange has been specified after the entry of a return notice. Open the document of your choice: the content is void. Enter the

appropriate order, as well as the customer, and then validate. If the total amount is higher than in the initial order, the "Installment distributions" window displays for the entry

of the payment method to be used for the remaining amount.

Proceed as usual and select the delivery options. Upon validation, the customer order is:

- Linked to the return notice

- Blocked by default (reason recovered from the store,) if merchandise from the return notice has not been received.

Managing Omni-Channel Orders in Front Office

Omni-channel Order Entry and Tracking

Order entry

Front Office: Sales receipts - Sales - Enter transaction

Click on the [Customer services] button to access omni-channel functions. After having selected the "Enter an omni-channel order", a message will prompt you to enter

the customer's identity.

Once this is done, enter the items of the order and validate. Once the entry of the order completed, the application requests a deposit to be paid.

Order tracking

Front Office: Customers - Omni-channel sales - Track orders

Order tracking in Front Office works the same as in Back Office (see Tracking Omni-channel Orders.)

Canceling omni-channel orders

Front Office: Sales - Omni-channel sales - Canceling orders

This screen displays the list of orders entered by the cashier and may be a cause for cancellation:

- Customer delivery (entered by the store)

- Pick-up point (entered by the store)

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- In-store reservation (attributed to the store)

- In-store pick-up (an order may be canceled in the pick-up store)

- In-store pick-up (an order may be canceled in the order-entry store, but not at the pick-up point).

Deposits made for these orders must be closed on the list of expected payments, as well as in the customer balance.

Remember

- Cancellation reasons must have been previously created in the Settings module, menu Documents, command Movement reasons (see Creating Movement Reasons).

- Canceling omni-channel orders is also subject to the "Order cancellation" access right available in the Concept (26) menu.

- If this concept is set to green, cancellation cannot be done (you need to go to order tracking to unblock an order before canceling it).

- If it is set to red, the order may be directly cancelled.

- The list of orders is also available in the order tracking menu.

Managing omni-channel returns

Front Office: Sales receipts - Sales - Enter transaction

The return in Front Office of an omni-channel order works like a standard return via the sales transaction entry screen (see Managing Returns.)

Managing requests for goods

List of omni-channel requests for goods in the sales transaction entry screen.

Front Office: Sales receipts - Sales - Enter transaction - automatic display of the list when opening the screen

If the register setting Alert on Web Reservations is ticked, the list of requests for omni-channel goods will automatically be displayed at the opening of the sales transaction

entry screen, enabling the following actions:

- Customizing the screen layout This button is subject to the “Filter settings” access right of the Concepts (26) menu. Note that you can handle specific formulas (see

Formula Management in the List of Requests for Goods.)

- This feature is used to export the list of reservation requests in Excel format. This button is subject to the “Export the lists” access right of the Concepts (26) menu.

- This button is used to select all the lines in one click.

- Mass validation automatically validates all the quantities in the request for goods.

- Reservation requests will become reservations.

- Transfer requests will become sent transfers and transfer notices for the omni-channel central site.

- Refresh screen

- Open request

Validating requests for goods

Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].

Front Office: Customers - Omni-channel sales - Requests for goods/Validation

This screen enables you to validate the reservation requests and transfer requests to the omni-channel store. Double click on the document of your choice and validate it.

- Reservation requests will become reservations

- Transfer requests will become transfers sent to the omni-channel store.

Querying requests for goods

Front Office: Customers - Omni-channel sales - Requests for goods/Query by document or document line

These commands enable you to view the customer reservation requests and the transfer requests. No change is possible; the documents are in read-only mode.

Managing pick-up points

Front Office: Customers - Omni-channel sales - Pick-up point

If pick-up points are managed in your folder (refer to the Company Settings), and if the store is declared as a pick-up point (refer to the Store Record), it is then possible to

access package management (e.g. Receiving packages that arrive in the omni-channel main office, package pick-up by customers).

Receiving packages

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Front Office: Customers - Omni-channel sales - Pick-up point/Receipt of packages

This command is used to enter a receipt date for the package sent by the omni-channel central site. The follow-up status is then changed to "Received in store".

Picking up packages

Front Office: Customers - Omni-channel sales - Pick-up point/Pick-up of packages

This command is used to enter a pick-up date when the customer comes and takes the package. The follow-up status is then changed to "Picked up by customer".

Multicurrency Management for Omni-Channel Orders

This topic deals with multicurrency management of omni-channel orders, especially when a website managed in one currency wants to handle customer orders for which

deposit payments are made in another currency. Moreover, this topic also describes how to handle pickups in stores for the currency in use is different from the currency used

on the Website where the order was placed.

First, this section describes the settings required to handle these cases; then it shows how this works in the store.

For the sake for clarity, we will take the euro and the pound sterling as examples.

Settings for a euro-managed website that accepts pounds sterling

Step 1: Payment method

Back Office: Settings - Management - Payment methods

Create the “Deposits already paid in £” payment method with the pound sterling currency.

Step 2: Register operation

Back Office: Settings - Management - Register operations

Create the “Deposits already paid in £” register operation and specify in the “Associated payment method” field (in the Outstanding balances tab) the payment method just

created.

Step 3: Store record

Back Office: Basic data - Stores - Stores (omni-channel store record)

In the omni-channel store record, go to the Omni-channel tab and click the [Other currencies accepted] button. As in the example below, specify the following information:

- Sales currency: in our example, the pound sterling

- Deposit payment: this is the register operation created in step 2.

- Payment method: this is the payment method created in step 1.

The following checks will be performed:

- The store currency cannot be added (because already present)

- One single line is entered per currency

- The deposit payment must be associated with a payment method in the same currency as the sale.

- The deposit payment is mandatory.

Reservations and pick-ups in stores

When creating an omni-channel order of type “Reservation” or “Picked up in store” in a currency different from the currency of the omni-channel store, the deposit payment

receipt is created in the correct currency by using the financial item for deposit payments set in the omni-channel store of the order.

When the goods are picked up in the store, the payment method linked to the deposit payment is used to consume the deposit payment in the currency of the payment, and the

customer’s balance is then updated.

Note that omni-channel orders that have a currency different from those configured will be rejected by the data import and the Web Services (SalesDocument.Create).

The cases may occur:

- The deposit payment can cover 100% of the order or only a part

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- The order can be delivered totally

- The reservation can be picked up partially or totally

The customer can pick up the order and buy other items

Example:

The customer buys in England on the website (in €) an item worth £100 (€80 with an exchange rate of 1.25.) The customer pays the total amount, i.e. a deposit payment of

£100.

Item delivered to the customer in a store in £:

- If delivered to the store, the order will be generated in £.

- If reserved in the store, the reservation will be generated in £.

- Recovered in a FFO document in £ for £100 with a deposit paid £100

Item delivered to the customer in a store in €:

- If delivered to the store, the order will be generated in £. The original document will not be converted.

- If reserved in the store, the reservation will be generated in £. The original document will not be converted.

- If the deposit payment is used at 100% for the payment, the payment will not be converted.

- If the deposit payment is used partially for a reservation, the change given back to the customer will be in the currency of the store, based on the store's exchange rate.

No Available Stock in Central Warehouse for Web for Web Orders

This topic deals with customers order placed on the Web, for which the central warehouse has no stock available, unlike the network stores which have goods in stock.

Yourcegid Retail offers these stores the possibility to:

- Deliver the goods directly to the customer.

- Transfer the goods to another store without the help of the central warehouse.

- Or transfer the goods to the central warehouse for delivery to the customer.

Required settings

Company Settings

Back Office: Administration - Company - Company settings

Go to Commercial management/Omni-commerce and tick the “Shipment of goods” setting, then validate.

Store record

Back Office: Basic data - Stores - Stores

In the e-Commerce tab of the store records, tick the appropriate options relating to the shipment of goods (click here for further information.) These options are visible only if

the company setting described above is enabled.

General information

Mono- or multi-warehouse definitions

If a central warehouse that does not have stock to fulfill a Web order, two cases may occur:

- The items of the order are available in one and the same store. This refers then to an order for mono-warehouse depletion.

- The items of the order are available in several stores. This refers then to a order for multi-warehouse depletion.

Eventual error messages

The following message “Delivery option not possible. The warehouses for the lines have been changed in the order.” is displayed to alert about an inconsistency between the

settings of the store record and the delivery option selected for the order.

Example:

Order

Exchange rate

Payment

Exchange rate

Checkout payment

£ 100

£1 = €1.25

£ 100

Order

Exchange rate

Payment

Exchange rate

Checkout payment

£ 100

£1 = €1.25

£ 100

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When you place the order, you select the delivery option “Picked up in store”, but in the store record only the “Shipment to customers” option is ticked.

Order status

You can view the order status from the order tracking feature.

- Back Office: Sales - Omni-channel sales - Track orders

- Front Office: Customers - Omni-channel sales - Track orders

Just remind: The statuses displayed for the order depend on the statuses defined in the company settings (see Status of Orders to deliver to Customer.)

Remainder management

The order is always processed as a whole - it cannot be delivered partially. Consequently, remainders are not managed.

No Stock Available in Central Warehouse – General Principles to Process Orders

If a central warehouse that does not have stock to fulfill a Web order, the following cases are processed hereafter:

- Delivery to customer (or pick-up point) by a store with stock

- Order picked up in store by the customer

In these two cases, two situations can arise:

- The items of the order are available in one and the same store. This refers then to an order for mono-warehouse depletion.

- The items of the order are available in several stores. This refers then to a order for multi-warehouse depletion.

Delivery to the customer (or pick-up point)

Multi-warehouse depletion order

The item is not available in the central warehouse, but in one of the network stores.

If the “Shipment to customers” option is enabled in the store’s record, the store can the deliver he goods directly to the customer. But, if the “Transfer to Headquarters” option

is enabled, the order will undergo the standard process in Y2.

Documentary chain of delivery by the store

The order is placed in the Web store and a copy of the order is sent to the store that will deliver the customer.

The FFO (invoice) document consumes the payment. This document is generated either when the order is placed, or when the goods are delivered, according to the to the

company settings defined (see section Invoicing.)

The preparation option available in both the company settings and in the store record allows you to implement a preparation stage in the store before delivery.

Management in cashing

The order generated in the store will appear on the reservation requests and transfer requests screens that display when you open the checkout screen.

Note that you can add the document type to that list to differentiate these orders from transfer requests (to another store or to the central warehouse.)

Refusing the order

You can refuse an order which will then switch to status “Merchandise request denied. The store order is then cleared and the original order id reactivated.

Note that you cannot refuse just one line; the order is refused as a whole. This method enables the central warehouse to reassign the full order to another store to avoid

doubling the shipping costs.

You can then change, in Back Office, the depletion warehouses for the order to allow the central warehouse or another store to deliver the goods. The shipment type cannot be

changed.

In the case the order is refused, the central warehouse cannot change the depletion warehouses.

Multi-warehouse depletion order

In the case an order has several depletion warehouses, the “Transfer to Headquarters” scenario will be used for the full order. Goods can be delivered to the customer only by

the central warehouse (HQ).

To manage the case of two deliveries directly from the stores, you must create first two distinct orders to handle the shipping costs for each order.

Goods picked up in the store

Mono-warehouse depletion order

The item is not available in the central warehouse, but in one of the network stores. Direct delivery to the store without using the central house is preferred.

If the “Transfer to other stores” store setting is enabled for this store, the latter transfers the goods directly to the pick-up store.

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But, if the “Transfer to Headquarters” option is enabled, the order will undergo the standard process in Y2.

Multi-warehouse depletion order

The items are not available in the central warehouse, but in several stores of the network.

If the “Transfer to other stores” store setting is enabled for these stores, they transfer the goods directly to the pick-up store.

Documentary chain

Management rules

The transfer request generated in the store will appear on the reservation requests and transfer requests screens that display when you open the checkout screen. This is then

the standard case in Y2, when goods are picked up in the store:

- A transfer notice is generated in the pick-up store.

- When the goods arrive in the store the Validation of transfer notices screen lists this new transfer notice.

- The operator accepts the goods with a received transfer (TRE) document generating an available order (CDI) for the customer.

The status of the original order line evolves and changes to “Goods received”.

The status of the original order is then set to “Validated” and the customer is notified to pick up the goods. When the customer comes to the store, the deposit payment is

automatically retrieved and consumed.

Goods are shipped to the pick-up store by two stores

Several transfer requests (DTR) are created pour each store shipping goods to the pick-up store. The pick-up store waits for the goods and receives them in the same flow, in

several times. The status of each line of the original order evolves and changes to “Goods received”. The status of the original order is set to “Validated” when all the lines are

received. The customer is then notified that to pick-up the goods. When the customer comes to the store, the deposit payment is automatically retrieved and consumed.

Note that you can also inform the customer when creating each available order (CDI). The customer can come several times to the store and consume the deposit

progressively.

Refusing a transfer request

You may refuse a transfer request. Its status will then change to “Merchandise request denied”. You can then change, in Back Office, the depletion warehouses for the order to

allow the central warehouse, or another store to transfer the goods. The shipment type cannot be changed.

However, you can change the depletion warehouses for the lines.

Changing quantities, prices, payments, etc. is not authorized as this would lead to an incorrect deposit payment for the order and allow frauds on goods. In this case, you can

assign a different warehouse to each line, generating a request by store.

Various Scenarios of Order Processing

In the case of a central warehouse that does not have stock to fulfill a Web order, several scenarios can be used, as described below:

Scenario: Delivery to customer with a single depletion warehouse

Stock is available in the store in New York - The latter will deliver the goods directly to the customer without using the central warehouse.

Steps

Access

Actions

Store record

settings

BO: Basic data - Stores -

Stores

You must enable the “Shipment to customers” option, in the e-Commerce tab for the store to

deplete (New-York).

Order entry

BO: Sales - Omni-channel

sales - Enter an order

Enter an order of type "Delivery to the customer."

Use the [Depletion warehouse] button to select the warehouse to deplete (New-York) by

clicking the Warehouse field.

Order tracking

BO: Sales - Omni-channel

sales - Track orders

In the list of orders, double-click the document just created. You can see that the following lines

were created:

- Customer order: double-click this line to display the detail of the ordered items.

- Receipt: double-click this line to see the creation of a deposit payment that is not active on the

cash register.

This customer order is then directly processed on the register of the New Yorker store.

The “List of e-Commerce requests for goods” window that opens when you open the register,

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Scenario 2: Pick-up in store with a single depletion warehouse

Stock is available in the store in New-York - The latter will directly deliver the goods to the store in Los Angeles where the customer will pick up their order.

Scenario 3: Delivery to customer with several depletion warehouses

Stock is available in the stores of New-York and Washington - These will transfer items to the central warehouse which, in turn, will deliver the goods directly to the

customer.

Validation of the

order on the

FO: Sales receipts - Sales -

Enter transaction

displays the order processed previously.

Click this button to start the validation of the request.

Note that you can also validate it from the Customers - Omni-channel sales - Requests for

goods/Validation menu.

Steps

Access

Actions

Store record

settings

BO: Basic data - Stores -

Stores

You must enable the “Transfer to other stores” option, in the e-Commerce tab for the store to

deplete (New-York.)

Order entry

BO: Sales - Omni-channel

sales - Enter an order

Enter an order of type “Picked up in store.”

Use the [Depletion warehouse] button to select the warehouse to deplete (New-York) by

clicking the Warehouse field.

When the order is validated, a screen displays for you to select delivery store (Los

Angeles.)

Order tracking

BO: Sales - Omni-channel

sales - Enter an order

In the list of orders, double-click the document just created. You can see that the following lines

were created:

- Customer order: double click this line to display the detail of the ordered items.

- Receipt: double-click this line to see the creation of a deposit payment that is not active on the

cash register,

- Transfer request from the sender store (New-York) to the recipient store (Los Angeles.)

Validation of the

request for goods

FO: Customers - Omni-

channel sales - Requests for

goods/Validation menu.

In the store to deplete (New-York), search for the document created and open it to specify the

quantities to transfer, by using the following buttons:

Allocate the quantities automatically for the line.

Allocate the quantities automatically for the document.

Validation of the

transfer

FO: Customers - Omni-

channel sales - Transfer

notices/Validation

In the recipient store (Los Angeles), double-click the document line. The “Enter a quantity”

window displays where you can specify the quantity effectively received.

The “Received transfer” window displays where you can confirm the quantities received by

using the following buttons.

Allocate the quantities automatically for the line.

Allocate the quantities automatically for the document.

A receipt is printed.

Delivery of the

order to the

customer at

checkout

FO: Sales receipts - Sales -

Enter transaction

Enter the customer’s name on the checkout screen. The following message displays: “The

customer has ordered items. Do you want to give them to him?” By answering YES, the

window for selecting available orders displays.

Select the appropriate order, then use the [Open] button to resume the order on the

checkout screen. Finalize the transaction like a normal sale. The deposit payment is used to

settle the order.

Steps

Access

Actions

Store record

settings

BO: Basic data - Stores -

Stores

You must enable the “Shipment to customers” and “Transfer to Headquarters” options, in the e-

Commerce tab for the stores to deplete (New-York and Washington)

Order entry

BO: Sales - Omni-channel

sales - Enter an order

Enter an order of type "Delivery to the customer."

Use the [Depletion warehouse] button to select the warehouses to deplete (New-York and

Washington) by clicking the Warehouse field.

Order tracking

BO: Sales - Omni-channel

sales - Enter an order

In the list of orders, double-click the document just created. You can see that the following lines

were created:

- 1 customer order: double-click this line to display the detail of the ordered items.

- 2 transfer requests: one for each store to deplete (New-York and Washington) and transfer to

the Headquarters.

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Scenario 4: Pick-up in store with several depletion warehouses

Stock is available in the stores of New-York and Washington - These will deliver the goods to the store in Los Angeles where the customer will pick up their order.

Other Features Available in the Omni-Channel Module

Omni-channel Data Recovery

Back Office: Data exchanges - Data recovery - Data import

In imports of delivery preparations, the $$_PRESTATIONTRANSPORT import field specifies whether the service item “Shipping” fees will be recovered.

Note that omni-channel orders that have a currency different from those configured will be rejected by the data import and the Web Services (SalesDocument.Create).

For more information on automatic order integration, click here.

Omni-channel data export

Validation of

requests for goods

Front Office: Customers -

Omni-channel sales -

Requests for goods/Validation

In each store to deplete (New-York and Washington,) search for the document created and open

it to specify the quantities to transfer using the following buttons:

Allocate the quantities automatically for the line.

Allocate the quantities automatically for the document.

Note that you can also validate the request for goods in the “List of e-Commerce requests for

goods”, available in Sales receipts - Sales - Enter transaction.

Order tracking

BO: Sales - Omni-channel

sales - Track orders

In the list of orders, double-click the relevant document. You can notice that the following lines

were created, in addition to the lines seen previously (see step 3 of this table.)

- 1 sent transfer

- 2 transfer notices

Customer delivery

BO: Sales - Omni-channel

sales - Enter an order

Once the goods are received in the central warehouse (HQ), they can be shipped to the

customer, and the invoice can be issued by entering an order (without changing the depletion

warehouse, since the default warehouse is the central one.) This order is of type “Customer

delivery.”

Steps

Access

Actions

Store record

settings

BO: Basic data - Stores -

Stores

You must enable the “Transfer to other stores” option, in the e-Commerce tab for the stores to

deplete.

Order entry

BO: Sales - Omni-channel

sales - Enter an order

Enter the order of type “Picked up in store.”

Use the [Depletion warehouse] button to select the warehouses to deplete by clicking the

Warehouse field.

Order tracking

BO: Sales - Omni-channel

sales - Enter an order

In the list of orders, double-click the document just created. You can see that the following lines

were created:

- 1 customer order: double-click this line to display the detail of the ordered items.

- 1 receipt: double-click this line to see the creation of a deposit payment that is not active on

the cash register,

- 2 transfer requests in the case you check the “Transfer to other stores” option or the “Transfer

to the other stores” + “Transfer to Headquarters” options.

Validation of

requests for goods

Front Office: Customers -

Omni-channel sales -

Requests for goods/Validation

In each store to deplete, search for the document created and open it to specify the quantities to

transfer using the following buttons:

Allocate the quantities automatically for the line.

Allocate the quantities automatically for the document.

Note that you can also validate the requests for goods in the “List of e-Commerce requests for

goods”, available in Sales receipts - Sales - Enter transaction.

Order tracking

BO: Sales - Omni-channel

sales - Track orders

In the list of orders, double-click the relevant document. You can notice that the following lines

were created, in addition to the lines seen previously (see step 3 of this table.)

- 1 sent transfer

- 1 transfer notice

Validation of

transfer notices

FO: Customers - Omni-

channel sales - Transfer

notices/Validation

Once the goods are received in the pick-up store, you can validate the 2 transfer notices; this

will generate 2 received transfers + 1 available order. At checkout, the customer’s available

order is processed using the deposit payment (VA) of the original receipt.

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Document export

Back Office: Data exchange - Data export - Omni-channel document export

This command enables the export of sales documents or return documents. For any issue linked the export of omni-channel data, please contact your consultant.

Omni-channel element export

Back Office: Data exchange - Data export - Omni-channel export

This command enables you to export elements related to your omni-channel data, such as stores, country, currency, etc.

Managing formulas in lists of requests for goods

Addition of a formula with 2 states

Add a simple formula: (IIF(DATEDIFF(minute,GL_DATECREATION,NOW)<500, "X", "-"))

500 = number of minutes to alert that the reservation request is late.

Make it invisible.

Then a conditional formula:

If(C23)=X

Then #COL#clGreen

Else #COL#clRed

Addition of a formula with 3 states

Add a simple formula: (IIF(DATEDIFF(minute,GL_DATECREATION,NOW)>300,(IIF(DATEDIFF(minute,GL_DATECREATION,NOW)<1000,"O","R")),"G"))

1000 = number of minutes to alert that the reservation request is late.

Make it invisible.

Then a conditional formula: [@SI([C26]=R;#COL#clRed;SI([C26]=G;#COL#clGreen;#COL#clGray))]

Result

Querying omni-channel documents

This section lists the different ways to access the query of omni-channel documents within the application.

Tracking orders

Viewing the various documents associated with the omni-channel context can be accessed via the Track orders screen. From an order, you can then view all other documents

linked to the order.

- From Back Office: module Sales, menu Omni-channel sales, command Track orders.

- From Front Office: module Customers, menu Omni-channel sales, command Track orders.

Querying orders

From Back Office:

- module Sales, menu Omni-channel sales, command Query by document - Orders.

Querying deliveries

From Back Office:

- module Sales, menu Omni-channel sales, command Query by document - Deliveries.

- module Sales, menu Omni-channel sales, command Query by document line - Deliveries.

Querying invoices

From Back Office:

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- module Sales, menu Omni-channel sales, command Query by document - Invoicing

- module Sales, menu Omni-channel sales, command Query by document line - Invoicing

Querying transfer requests

From Back Office:

- module Sales, menu Omni-channel sales, command Query by document - Transfer requests.

- module Sales, menu Omni-channel sales, command Query by document line - Transfer requests.

Querying reservation requests

From Back Office:

- module Sales, menu Omni-channel sales, command Query by document - Reservation requests.

- module Sales, menu Omni-channel sales, command Query by document line - Reservation requests.

Querying reservations

From Back Office:

- module Sales, menu Omni-channel sales, command Query by document - Reservations

- module Sales, menu Omni-channel sales, command Query by document line - Reservations

Querying return notices

From Back Office:

- module Sales, menu Omni-channel sales, command Query by document - Returns notices

- module Sales, menu Omni-channel sales, command Query by document line - Returns notices

Query of reservation requests (or requests for goods)

From Back Office:

- module Sales, menu Omni-channel sales, command Query by document - Reservation requests.

- module Sales, menu Omni-channel sales, command Query by document line - Reservation requests.

From Front Office: module Customers, menu Omni-channel sales, command Requests for goods.

Querying transfer notices

From Front Office: module Customers, menu Omni-channel sales, command Transfer notices - Query by document.

Subsidiary Record - Contents

Stores can be organized into subsidiaries, with all information centralized in the same database. The subsidiary is a piece of information specified in the store record, defined

via the Basic data module in Back Office.

Introduction

Organizing subsidiaries

Focus on the subsidiary record

Header of the subsidiary record

Description of the “Transfers” section

Description of the “Settings” section

Toolbar description

Affiliating the subsidiary with the store

Affiliation procedure

Organizing Subsidiaries

Stores can be organized into subsidiaries, with all information centralized in the same database. It is important to be able to create a flow chart of the subsidiaries and their

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legal affiliations:

In this example, the following applies:

- French stores are directly associated with HEADQUARTERS

- British stores are associated with the UK subsidiary, which is in turn linked to HEADQUARTERS

- Italian stores are associated with the ITALY subsidiary, which is itself associated with HEADQUARTERS

In this type of organization, the subsidiaries are considered suppliers by their associated subsidiary stores. In the same way, the associated subsidiary stores are considered as

customers by their own subsidiaries.

Focus on the Subsidiary Record

Back Office: Basic data - Stores - Subsidiaries

Note that the subsidiary record looks different whether the Multicompany module is activated:

- Multicompany module activated = Detailed subsidiary record

- Multicompany module disabled + Mobile clienteling module activated = Simplified subsidiary record

- Multicompany module disabled + Mobile clienteling module disabled = No subsidiary record

Record header

The upper part of the screen is used to enter information specific to the subsidiary, such as code, description, e-mail, and currency.

Note that once the currency selected, it can be changed only via the Administration - Maintenance - Change currency for subsidiary.

Description of the “Transfers” section

The middle part of the screen defines options and valuation methods for these transfers. Note that information relating to transfers does not directly concern counterpart flow

management. Consequently, regardless of counterpart flows and their management, do not forget to populate the fields hereafter to enable transfers to be valued correctly.

Field

Description

Authorize the validation of

transfer notices in the store

records

Tick this option to display the “Validation of transfer notices” in the records of the

stores and the warehouses affiliated to the subsidiary.

Print intra-store transfer

documents on a same

geographical site

This setting is closely linked to the settings in the warehouse record. The

management of inventory can be handled internally within the store or outsourced

to another site. To avoid having the inventory movement document printed

systematically, you can specify in the warehouse record whether the warehouse is a

remote warehouse of the store. You can also specify the geographical site linked to

this warehouse. The transfer document will not be printed in the following

situations:

- If subsidiary management is activated

- and the sender and recipient stores are identical

- and the Print intra-store transfer documents on a same geographical site setting is

not selected in the subsidiary record

- and the sender and recipient warehouses are not remote or the original and

recipient warehouses are remote and the geographical site has been entered and the

sender and recipient geographical sites are identical.

Direct transfers between remote

warehouses of a same

geographical site

This options allows you to specify that no transfer notices should be generated for

transfers between remote warehouses within the same geographical site. In this

case, the TEM document is generated as a TRE document directly. For further

information, please refer to Internal Inventory Movements.

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Description of the “Settings” section

The lower part of the subsidiary screen is used to define additional settings.

Toolbar

Affiliated stores

Click this button to view the stores affiliated with the subsidiary.

Settings for inventories

Click this button to define settings for inventory counts (refer to Inventory Count Management.)

Inventory Tracking settings

Click this button to define settings for inventory counts (refer to Inventory Tracking.)

Supplier referencing

Please note! This referencing is dedicated to users handling counterpart flows.

Once the record created, click this button to define the suppliers associated with the subsidiary.

For further information about supplier referencing, please refer to paragraph Referencing Suppliers Associated with the Subsidiary, described in topic Counterpart Flows.

Affiliating the Subsidiary with the Store

Back Office: Basic data - Stores - Stores

Two settings in the store record allow you to specify whether the store is associated with a subsidiary, and whether certain documents exchanged between this store and its

subsidiary generate counterpart documents:

Direct transfer from sender stores

of type Headquarters

This option is only available if the “Direct transfer if sender store is of type

Headquarters option” is selected under Company settings/Inventory.

It enables the automatic creation of a sent transfer if the sender is a store typed

Headquarters (cf. Store record / Contact information tab / field Type.)

For further information, please refer to Internal Inventory Movements.

Valuation of transfers

All options linked to the valuation of transfers (sent or received) are described in

detail in section Transfer Valuation.

Field

Description

Selection for printed language

This option activates multilingual printouts:

If the management of subsidiaries is not active, only the value in the “Selection

for printed language” company setting, accessible via Commercial

management/Preferences, is taken into account.

If the management of subsidiaries is active, the following applies:

- If the user’s default store is associated with a subsidiary, the setting from the

subsidiary record will be taken into account.

- If the user’s default store is not associated with a subsidiary, the company setting

will be taken into account.

An option in the Layout tab of the print screens allows you to select the print

language. By default, this language is set to the language of the user’s programs.

International customizations

In the case of subsidiary management, the International customizations feature must

be activated for every subsidiary in the Back Office.

Transfer price management

This option activates transfer prices.

Management of gift lists

If the management of gift lists is enabled in the company settings, it is then possible

to authorize this feature at subsidiary level.

Specific item search priority

The item search priority can be activated at subsidiary level. If this option is ticked,

the stores associated with the subsidiary can set a specific item search

(Miscellaneous tab.) For more information on this feature, please refer to Search

Priorities.

Query/Process litigations on

transfers

You can set restrictions for querying or processing litigations on transfers (in the

company settings via Commercial management/Document - Entry) For more

flexibility, these settings are also available at subsidiary level. Default values are set

to “By recipient”.

Management of cashboxes

If the management of cashboxes is enabled in the company settings (Front-Office

tab,) it is then possible to authorize this feature at store level (refer to Cashbox

Management.)

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Contact information tab

Counterpart Flows - Contents

This section is designed for users wanting to generate counterpart documents between the subsidiary and its stores. The objective is to automatically generate counterpart

documents:

- When creating purchase orders for stores, automatic generation of customer orders for their subsidiary.

- Or conversely, when creating subsidiary customer orders for a given store, automatic generation of supplier orders for this store.

Note that counterpart flows are available on if multicompany management has been serialized.

Preliminary settings

Enabling counterpart management

Configuring subsidiaries for counterpart flows

Configuring stores for counterpart flows

Changing the store subsidiary

Configuring the automatic flow chart

Configuring access rights

Document management

Purchase documents

Sales documents

Document follow-up

Managing broken chains

Third-party management

Constraints

Three cases of constraints

Counterpart flow diagram examples

Store creates purchase order proposal

Subsidiary exports quotation

Subsidiary transforms quotation into customer order

Fields

Description

Type

This field must be populated: it assigns a classification to the store. The store can

be, for example, a headquarters store, branch store, etc. For further information,

please refer to Store Record - Warehouse Record.

Subsidiary

This field must be populated if you handle counterpart flows. This field is visible

only if the folder supports subsidiaries. You can specify in this field the subsidiary

the store belongs to (for example South-East Asia subsidiary, Europe subsidiary,

etc.) This field also allows the management of some processes (such counterpart

flows, valuations, etc.)

Note that if you have created documents in this store, the subsidiary of this store

cannot be modified, except via the Administration module - Maintenance - Change

subsidiary for store. This feature is available only in a client/server environment

and will recalculate all the documents of the store. It is still possible to modify the

subsidiary of a store without using this wizard in the following cases:

- If the subsidiary store has no movements

- If the store has movements, but the currency of the new subsidiary is the same as

the previous subsidiary

- If the store has movements, but was not associated with a subsidiary, and the

currency of the new subsidiary is the same as the currency of the folder.

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Subsidiary delivers order

Counterpart Flow Settings

Enabling counterpart flow management

Back Office: Administration - Company - Company settings

Go to Administration/Distribution. To enable counterpart flows, check the “Management of subsidiary flows” available in the Multicompany panel.

Configuring the subsidiary to manage counterpart flows

Back Office: Basic data - Stores - Subsidiaries

The standard configuration is in the Subsidiary record is explained in detail, in the Subsidiary Record section. Nevertheless, to ensure the proper functioning of the counterpart

flow, please check that both of the following settings have been correctly entered.

Referencing the suppliers used by the subsidiary

In the Subsidiary record, click this button to define the suppliers used by the subsidiary. This referencing is possible only if subsidiary flow management has been

enabled in company settings. Otherwise, the Supplier referencing option will be hidden. Note that the listing is cross-referenced. As a result, the referencing will be

automatically applied to the Supplier record. To verify this, use this same button in the Supplier record and open the Subsidiary Referencing option.

Restrictions:

- A consigned supplier cannot be associated with a subsidiary.

- All stores for a given subsidiary must have the same serial number management.

Assigning a store to a subsidiary

In the subsidiary record, click this button and select the stores to associate with the subsidiary.

Configuring stores to manage counterpart flows

Back Office: Basic data - Stores - Stores

Two fields in the Store record (Contact tab) must be input to manage counterpart flows. These are the Type and Subsidiary fields detailed in the Subsidiary section. See

Assigning the Subsidiary to Stores. These settings enable you to specify that a store has been assigned to a subsidiary and that certain documents exchanged between the store

and it subsidiary generate counterpart documents. You can also determine links between a subsidiary, subsidiary headquarters and stores that are attached to them. Subsidiary

headquarters must be set as such in the Type field. So for a given subsidiary, only one store can be labeled as subsidiary headquarters. Stores must have distinct associated

customers and the same serial number management.

Restrictions:

- For a given subsidiary, a only one store can be of type “Subsidiary headquarters”; it will then correspond to the main office of the subsidiary.

- In the Third-party tab, the “Associated customer” is required if the store belongs to a subsidiary and if the “Management of subsidiary flows” company setting is enabled.

Configuration example

Fields

Description

Type

The store is, for example, typed as a Subsidiary headquarters when it corresponds to

the upper level of the counterpart flow described below (the subsidiary office that

the stores are linked to). For example, the stores will be typed as a Branch or Agent

stores.

Subsidiary

Subsidiary stores will be linked to the subsidiary by the Subsidiary field, regardless

of type. You can enter the subsidiary a store belongs to in this field.

Examples: UK, Southeast Asia, Europe, etc. subsidiary

Stores created

In our example, 3 stores can be created, as follows :

UK HEADQUARTERS :

- type: subsidiary headquarters

- subsidiary: UK subsidiary

LONDON store :

- type: branch

- subsidiary: UK subsidiary

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Changing the subsidiary of the store

Back Office: Administration - Maintenance - Change subsidiary for store

When documents have been entered for a store, its subsidiary can be changed with this command only. This operation will also cause all store documents to be re-calculated.

The wizard will display stores and subsidiaries currently saved. After selecting the new subsidiary, click [Next] to start the operation. It is possible to change the subsidiary for

a store without using this wizard in the following cases:

- If the store has no movements.

- If the store has movements, but the currency for the new subsidiary is the same as the one for the old subsidiary.

- If the store has movements, but it has not been assigned to any subsidiary, and the new subsidiary’s currency is the same as the folder currency.

Configuring the automatic flow chart

Back Office : Settings - Documents - Counterpart flow

For each subsidiary, counterpart flows are determined by taking into account the type of the sender store and the document type sent.

In this example, entering purchase orders for a store assigned to a subsidiary will automatically generate customer orders at the level of subsidiary headquarters. Note that this

is not necessary to enter reverse flows. In our example, entering customer orders for subsidiary headquarters will automatically generate purchase orders for the assigned

store.

When viewing a document, the [Zoom/Linked documents] button allows you to view the counterpart document. The link between documents is managed in the

LIAISONPIECE table. This screen is available for each subsidiary. In this way, organizational strategies may be different between each subsidiary and its assigned stores.

When flows are created, a check is carried out to verify that all linked documents have the following identical document settings :

- Remainder management (Inventory tab)

- Serial number management (Inventory tab)

- Credit note document (General tab)

- Litigation management (General tab)

- Visa management (General tab)

- Documents valued at 0 (Valuation tab)

- Document subject to tax (Management tab)

- Authorized item types (Item tab)

Counterpart documents are managed by all document creation and modification operations: direct entry or modification, duplication, deletion, automatic and manual

MANCHESTER store :

- type: retailer

- subsidiary: UK subsidiary

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generation, CAPM imports, store replenishment order generation, replenishment order generation, etc.

Configuring access rights

Back Office : Administration - Users and access - Access right management

Enable access rights for the user groups of your choice.

Menu 26 – Concepts/Inventory

View inventory of all warehouses of the subsidiary:Authorize or not the user to view the inventory of all the warehouses and/or all the warehouses of the subsidiary.

- If the user is granted authorization, the list of warehouses returned by restrictions in terms of warehouse visibility is updated.

- If the right is denied, the user cannot view the inventory of all the warehouses of the subsidiary.

Menu 105 - Settings/Documents

Counterpart flows: Authorize or not the user to access the management of counterpart flows.

Menu 106 – Administration/Maintenance

Change currency for subsidiary: Authorize or deny users access to the command which allows subsidiary currency to be changed.

Change subsidiary for store: Authorize or deny users access to the command which allows subsidiary of the store to be changed.

Menu 110 – Basic data/Stores

Subsidiaries: Authorize or deny user access to the command enabling subsidiary management.

Counterpart Document Management

Purchase documents

A control will be done in purchase document entry to verify that:

- The store is of type “Subsidiary headquarters” or assigned to a subsidiary.

- The flow is part of the counterpart flow table for the subsidiary and its stores.

- The supplier is distributed by the subsidiary.

In the case where these three conditions

- are met: the validation of purchase documents generates corresponding sales documents

- are not met: no counterpart documents will be generated

Example:

When a purchase proposal is created in the MANCHESTER store, the following search will be carried out:

- Is the MANCHESTER store assigned to a subsidiary? YES (UK SUBSIDIARY)

- Are purchase proposals in the counterpart table? YES (customer quotation)

- Does the subsidiary distribute to the supplier of the purchase order proposal? YES

Validating the purchase proposal generates a counterpart customer quotation with the following characteristics:

- Sender store of customer quotation: UK SUBSIDIARY

- Quotation customer: Customer associated to the Manchester store

Sales documents

A control will be done upon Sales document entry to verify that:

- The store is of type “Subsidiary headquarters” or assigned to a subsidiary.

- The flow is part of the counterpart flow table for the subsidiary and its stores.

- The sales document customer is the one associated to a store assigned to the subsidiary

In the case where these three conditions

- are met: the validation of Sales documents generates the corresponding Purchase documents

- are not met: no counterpart documents will be generated

Example:

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When a customer quotation is created in the UK store, the following search will be carried out:

- Is the UK affiliate an affiliate ? YES

- Are customer quotations in the counterpart table ? YES (purchase proposals)

- Is the quotation customer the one associated to a store assigned to the subsidiary? YES

Validating the customer quotation generates a counterpart purchase proposal with the following characteristics:

- Sender store for purchase proposals: MANCHESTER

- Supplier in sales document generated: Reference supplier

Document follow-up

Modifying documents

Modifying a document automatically causes the counterpart document to be modified. And vice-versa.

Generating documents

With the following configuration in the counterpart flow table:

- A purchase order sent (CF) creates a counterpart customer order (CC).

- The generation of a customer order (CC) in customer delivery (BLC) creates a supplier receipt (BLF) which closes the purchase order (CF).

This functioning takes backorders into account.

Duplicating documents

Document duplication also generates counterpart documents, if need be.

Managing broken chains

When a document belonging to a flow generates a document not belonging to the flow, the chain is broken. Consequences: The counterpart flow documents may not be

modified and the document generated is marked as “broken counterpart.”

Example:

A counterpart flow is defined between customer deliveries (BLC) and supplier receipts (BLF).

A counterpart flow is not defined for a customer invoice (FAC).

A BLC is entered, which generates a BLF as counterpart.

A BLC is generated in FAC

The FAC generated is marked as “Broken counterpart”: GP_CONTREPARTIE=CAS

The BLC generated is marked as “Non-modifiable”: GP_NONMODIFIABLE=X

The BLF for the counterpart is marked as “Non-modifiable”: GP_NONMODIFIABLE=X, but it is not closed.

Third-party management

Associated customer

An associated customer in one who is entered into the Third-party tab in the store record.

Reference supplier

At the start of the entry of the initial document, a search will be done to verify if the document is involved in the creation of a counterpart document. In this case, entering the

first item determines the reference supplier.

- If the supplier is distributed by subsidiaries:

- items are limited to this supplier

- a counterpart document is generated when validating

- If this supplier is not distributed by subsidiaries:

- no limitations are put on items

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- no counterpart document is generated when validating

The original document and the counterpart document will therefore remain identical in content.

Counterpart Flow Constraints

Case 1

It is not possible to use a subsequent document (in the purchases or sales chain) in the case of grouped documents.

Example:

The customer invoice balances the customer quotation and the delivery notice balances the purchase order proposal.

Counterpart procedure:

Customer invoice (FAF) -> Delivery notice (ALF)

Customer quotation (DE) -> Purchase Order Proposal (DEF)

Constraint: A customer invoice must not group several customer quotations, and a delivery notice must not group several purchase order proposals.

Case 2

If a subsequent document exists, the preceding document cannot be updated.

Example:

The customer invoice balances the customer quotation and the delivery notice balances the purchase order proposal.

Counterpart procedure:

Customer invoice (FAF) -> Delivery notice (ALF)

Customer quotation (DE) -> Purchase Order Proposal (DEF)

Constraint: When a customer quotation or purchase order proposal has been, even partially, balanced by their respective subsequent document, they can no longer be

modified.

Case 3

A subsequent document that is not managed in a counterpart flow will “break” the counterpart nature of the preceding documents.

Example:

The customer invoice balances the customer quotation and the delivery notice balances the purchase order proposal.

There is no counterpart document generated for the supplier delivery.

Counterpart procedure:

Customer invoice (FAF) -> Delivery notice (ALF)

Customer quotation (DE) -> Purchase Order Proposal (DEF)

Supplier delivery (BLF)-> no counterpart

Constraints: The generation of a supplier delivery for a delivery notice “breaks” the existing counterpart status between the delivery notice and the customer invoice.

As a result, any change to the customer invoice will not be reflected in the delivery notice and vice versa.

Counterpart Flow Diagrams

Store creates purchase order proposal.

Creating documents

Supplier F1 is distributed by the subsidiary. Since all conditions for managing the counterpart have been met, the customer quotation is created.

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Modifying documents

Purchase order proposals remain modifiable in-store, so long as the quotation is not transformed or exported. The modifications done on purchase order proposals will

automatically be transferred to quotations. In the same way, modifications made to quotations are transferred to purchase order proposals.

Valuing generated documents

The document generated uses the values of the original document.

Subsidiary exports quotation

Exporting a quotation enables you to render it non-viable. Since quotations are issued from purchase proposals, they are rendered non-viable.

This function depends on adding new data in the following export format type: $$_DOCNONVIVANT.

Subsidiary transforms quotation into customer order.

Generating customer orders updates estimates of ordered quantities, then renders the quotation non-viable (no management of backorders on quotations). Since quotations are

issued from purchase order proposals, they are rendered non-viable. Creation of customer orders causes the creation of purchase orders (according to settings).

Subsidiary delivers order

Customer delivery

One or more deliveries are generated for delivery to the store. Delivery notices are automatically created. They may not be changed by the store.

Interaction with purchase orders

Creating a customer delivery is done via backorder processing on the customer order. A supplier delivery notice will be created according to customer delivery, and

backorders from purchase orders are updated according to delivery notices. Note that backorder management must be identical for customer orders and purchase orders.

Balancing purchase orders

Since purchaser orders manage backorders, they are closed via the following two actions:

- The process of reconciling shows that orders have been 100% delivered. No document will then be expected. Order is rendered non-viable.

- The order can be manually closed (remainders will not be delivered).

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The customer order will follow the same scheme. It is closed and rendered non-viable.

Invoicing Sales and Transfers - Contents

In its organization, a chain of stores can be structured to take into account different store typologies such as branches, franchises, affiliated commission agents, multi-brand

retailers, etc.

- For sales invoicing, affiliated commission agents do not own their stock. The turnover of these stores comes from a percentage on sales generated. Central site will therefore

invoice Front Office sales.

- For transfer invoicing, all stores are served by the Headquarters using transfers or transfer proposals. It is therefore necessary to be able to issue invoices to the stores, which

constitute different legal entities.

The invoicing principle applied to transfers is as follows: Order (Retailer) ---> Headquarters ---> Stores (Branches, Franchises, Retailers, Affiliated agents.)

In both cases, invoicing can be performed based on predefined program (.i.e. Invoicing by program), or in interactive mode (whereby a multi-criteria selection screen allows

you select the list of documents to be processed.) A wizard is then launched allowing you to select the processing options.

General Settings

Stores

Company settings

Access rights

Interactive invoicing

Invoice sales interactively

Invoice transfers interactively

Invoicing using a program

Invoicing sales and transfers using a program

Invoicing structure

Sales invoicing structure

Transfer invoicing structure

Settings for Invoicing Sales and Transfers

Stores

Back-Office: Basic data - Stores - Stores

Contact information tab

For the various stores concerned (Headquarters, Franchise, etc.) populate the Type field in this tab.

Third-party tab

The customer and supplier associated with the store must be specified for invoicing transfers.

For invoicing sales, only the associated customer must be specified.

In both cases, you need to have created the corresponding customers and suppliers beforehand.

Company settings

Back-Office: Administration - Company - Company settings

Go to Commercial management/Documents - Processing and configure the options available in the “Invoicing franchisees, concessions and affiliates” section.

For invoicing transfers, all options must be specified, except the “Invoicing store” that is used only for invoicing sales.

Access rights

Back Office: Administration - Users and access - Access right management

Menu Sales (102)

You can use the "Invoice sales” and “Invoice transfers” submenus in the Generation section to authorize or deny access to the user groups of your choice.

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Invoicing Sales and Transfers Interactively

Invoice sales interactively

Back Office: Sales - Generation - Invoice sales - Interactive

The fields in this multiple criteria screen enable you to filter the data displayed.

Select the sales to invoice and click this button to display the "Invoice sales" wizard.

Once these options are defined, click [Next] and then click [End] to run the process. At the end of the processing, you can print the report displayed.

Invoice transfers interactively

Back-Office: Sales - Generation - Invoice transfers/Interactive

Step 1: Select transfers to invoice

The fields in this multiple criteria screen enable you to filter the data displayed.

Subsidiaries tab

The Subsidiaries tab is available only if the Management of subsidiaries has been enabled in the company settings (go to Administration/Distribution.) The Subsidiaries tab

allows you to filter your selection based on the following:

- The list of subsidiaries of the sender store

- The list of subsidiaries of the recipient store

- The Selection of inter-subsidiary transfers option, which allows you to select all transfers for which the subsidiary corresponding to the sender store is different from the

subsidiary of the recipient store.

The invoicing principle applied is as follows:

- Inter-subsidiary inventory movements result in the issuing of an invoice between 2 stores typed "Subsidiary headquarters." This typology must be specified in the subsidiary

record.

- Inventory movements between a store that is linked to a subsidiary and a store that is not linked to a subsidiary result in the issuing of an invoice between the store typed

"Subsidiary headquarters" concerned and the store not linked to a subsidiary.

- Intra-subsidiary inventory movements result in the issuing of an invoice if they are selected. If you do not want to issue intra-subsidiary invoices, it is advisable to tick the

"Selection of inter-subsidiary transfers" checkbox option.

Standards tab

The following options allow you to refine the selection:

Fields

Description

Invoicing store

The invoice will be generated with this store. By default, this is the store selected in

the company settings.

Invoice valuation

The settings below will depend on the selection of one of the options described

below. Note that all these options allow the application of a ratio.

- Original document price: The price of the receipt is retrieved in the generated

invoice.

- Price list of customer linked to the store: The generated invoice is based on the

customer’s price list for the store of the sale.

- Trade price list of customer associated with the store: The generated invoice is

based on the customer’s trade price list for the store of the sale.

- Invoicing store price list: The generated invoice is based on the price list of the

invoicing store selected above. Price lists are searched with the currency of the

invoicing store. You select the type of price list from the drop-down purchase or

sales price list. Only price list types in the currency of the selected invoicing store

are proposed.

- Transfer price: The generated invoice is based on the transfer price of the selected

sales line.

Invoicing ratio

Enter a ratio to apply to the price.

Price list validity date

You can select the date for applying the price list if the invoice depends on a price

list. By default, the original document date can be selected.

Automatically approve generated

invoices

This option enables you to approve generated invoices automatically. This option

depends on user access rights.

Printing documents

If selected, documents are printed automatically.

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- Exclude consigned documents: if this option is selected only firm documents are selected.

- Exclude transfers with lines at zero: this option is used to recover or not transfers with at least one line with a null price. If this option is selected, and a transfer includes an

item line with a null price, none of the lines will be invoiced.

Step 2: Launch the interactive invoicing process

The wizard used for invoicing transfers allows you to generate invoices based on certain settings.

Once you have selected the transfers, launch the wizard by using this button. The wizard then opens, and you may select the following options.

Once these options are defined, click [Next] and then click [End] to run the process.

Invoicing Sales and Transfers Using a Program

Back-Office: Sales - Generation - Invoice transfers (or sales) / Per program

This feature is used to define invoicing programs for transfers (or sales), and then start processing.

Creating a program

Use this button to create a new program.

The “Characteristics” tab is where you select the documents to be invoiced, using triggers having a scope of use set to “Invoicing sales and transfers.”

Do not forget, triggers must have been created first in the Settings module - General - Triggers.

For invoicing transfers, the following options allow you to refine the program:

- Exclude consigned documents: if this option is selected only firm documents are invoiced.

- Exclude documents having no price specified: this option allows you to specify that transfers containing at least one line with a null price should not be invoiced. If this

option is selected, and a transfer includes an item line with a null price, none of the lines will be invoiced.

For invoicing sales, the “Consigned items lines” option allows you to invoice only consigned item lines.

The options provided for generating invoices, available on the Generation tab, are the same as those provided by the existing wizard as seen before (Interactive invoicing.)

Please notice that documents can only be printed in immediate mode (Immediate processing option). This option is not taken into account if the invoicing of transfers is

carried out as a scheduled task.

Fields

Description

Date of generated invoice

Specify the date of the invoice that will be generated by the process

Invoice valuation

Select the type of valuation you want to perform:

- Original document price: the generated invoice is valued based on the selected

transfer price.

- Price list of the customer linked to the recipient store: the generated invoice is

valued based on the price list of the recipient store customer for the selected

transfer.

- Sender store price list: the generated invoice is valued based on the price list of

the sender store for the selected transfer.

- Recipient store price list: the generated invoice is valued based on the price list of

the recipient store for the selected transfer.

- Type of price list: selection of sales price list or purchase price list for the store.

- Transfer price: the generated invoice is valued based on the selected transfer price.

Invoice total discount

Is used to define an invoice total discount rate to apply to all the invoices generated.

If this option is not selected, the discount that is defined in the records for the

customers and suppliers associated with the stores will be applied.

Price list validity date

You can select the following:

- Date of the original document: the price list search starts from the date of the

selected transfer.

- Date: the price list search starts from the date entered.

Store of centralization

If need be, the store of centralization will be specified. This field is not displayed, if

the company setting "Centralize invoicing on" is set to None.

Automatically approve generated

invoices

This option enables you to approve generated invoices automatically. This option

depends on user access rights (for both the wizard and the transfer program.)

Printing documents

If selected, documents are printed automatically.

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Starting the invoicing process

Immediately (manual action):

Using the [Running the program] button available in the multiple criteria screen of programs.

Off-line (scheduled task):

Using the [Schedule this task] button, available in the “Generation” tab of the program record, the execution of the program can be subject to scheduling. This allows you

to schedule different types of invoices, with each task carrying out a specific process.

Examples:

Task 1: Shop-in-shop invoicing (Price list P1)

Task 2: Affiliated agent invoicing (Price list P2)

Invoicing Structure for Sales and Transfers

Sales invoicing structure

The documents created by the wizard are described below.

Transfer invoicing structure

The invoicing procedure is determined by the value selected for the company setting "Centralize invoicing on” (refer to the Company Settings.)

The possible choices are described in the following topics in recap tables:

- Centralization = None

- Centralization = Headquarters

- Centralization = Subsidiary Headquarters

Caption used in the tables:

Store

Type of store

Invoiced third-

party

001

Headquarters

C001

002

Branch

C002

003

Franchise

C003

004

Branch

C004

Document type

Store

Generated document

Document

warehouse

Invoiced

customer

FFO

001

FAF

001

C001

FFO

002

FAF

001

C002

FFO

003

FAF

001

C003

FFO

004

FAF

001

C004

Store type

Document type

SIE

Headquarters

FAF

Financial customer invoice

FIL

Subsidiary headquarters

FFF

Financial supplier invoice

SUC

Branch

AVC

Customer credit note

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Centralization = None

The invoicing procedure is determined by the value selected for the company setting "Centralize invoicing on”.

This section describes the case where the setting selected is: Centralization = None

Subsidiaries are handled in the same way as branches:

Click here to see the caption for the table.

Centralization = Headquarters

The invoicing procedure is determined by the value selected for the company setting "Centralize invoicing on”.

This section describes the case where the setting selected is: Centralization = Headquarters

FRA, DET, COM, AUT-type stores are handled in the same way as branches.

SIE-type stores that do not correspond with the SIE type specified in the wizard are handled in the same way as branches.

New documents are shown in italics. In the table, the SIE code in bold corresponds to the headquarter-type store selected in the wizard. The codes “SIE”(r) and “SIE(s)”

correspond to the headquarter-type stores that sent (s) or received (r) the transfer and that differ from the centralized headquarters store.

FRA

Franchise

Supplier financial credit

note

DET

Retailer

COM

Affiliated commission

agent

AUT

Other

Recipient store (r)

SIE

FIL

SUC

FRA, DET, COM, AUT

Sender store (s)

SIE

FAF SIE (s)->SIE (r)

FFF SIE (r)->SIE (s)

FAF SIE->FIL

FFF FIL->SIE

FAF SIE->SUC

FFF SUC->SIE

FAF SIE->FRA

FFF FRA->SIE

FIL (No subsidiary)

AVC SIE->FIL

AF FIL->SIE

FAF FIL (s)->FIL (r)

FFF FIL (r)->FIL (s)

FAF FIL->SUC

FFF SUC->SIE

FAF FIL->FRA

FFF FRA->FIL

SUC

AVC SIE->SUC

AF SUC->SIE

FAF SUC->FIL

FFF FIL->SUC

FAF SUC (s)->SUC (r)

FFF SUC (r)->SUC (s)

FAF SUC->FRA

FFF FRA->SUC

FRA, DET, COM, AUT

AVC SIE->FRA

AF FRA->SIE

FAF FRA->FIL

FFF FIL->FRA

FAF FRA->SUC

FFF SUC->FRA

FAF FRA (s)->FRA (r)

FFF FRA (r)->FRA (s)

Recipient store (r)

SIE(= Wizard)

SIE (r) (<> Wizard)

FIL

SUC

FRA, DET, COM,

AUT

Sender store (s)

SIE(= Wizard)

FAF SIE->SIE (r)

FFF SIE (r)->SIE

FAF SIE->FIL

FFF FIL->SIE

FAF SIE->SUC

FFF SUC->SIE

FAF SIE->FRA

FFF FRAU->SIE

SIE (r) (<> Wizard)

AVC SIE->SIE(s)

AF SIE (s)->SIE

FAF SIE->SIE (r)

FFF SIE (r)->SIE

AF SIE (s)->SIE

AVC SIE->SIE(s)

FAF SIE->FIL

FFF FIL->SIE

AF SIE (s)->SIE

AVC SIE->SIE(s)

FAF SIE->SUC

FFF SUC->SIE

AF SIE (s)->SIE

AVC SIE->SIE(s)

FAF SIE->FRA

FFF FRA->SIE

AF SIE (s)->SIE

AVC SIE->SIE(s)

FIL

AVC SIE->FIL

FAF SIE->SIE (r)

FFF SIE (r)->SIE

FAF SIE->FIL (r)

FFF FIL (r)->SIE

FAF SIE->SUC

FFF SUC->SIE

FAF SIE->FRA

FFF FRA->SIE

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Click here to see the caption for the table.

Centralization = Subsidiary Headquarters

The invoicing procedure is determined by the value selected for the company setting "Centralize invoicing on".

This section describes the case where the setting selected is: Centralization = Subsidiary Headquarters

FRA, DET, COM, AUT-type stores are handled in the same way as branches.

SIE-type stores that do not correspond with the SIE type specified in the wizard are handled in the same way as branches.

AF FIL->SIE

AVC SIE->FIL

AF FIL (s)->SIE

AVC SIE->FIL (s)

AF FIL->SIE

AVC SIE->FIL

AF FIL->SIE

AVC SIE->FIL

SUC

AVC SIE->SUC

AF SUC->SIE

FAF SIE->SIE (r)

FFF SIE (r)->SIE

AF SUC->SIE

AVC SIE->SUC

FAF SIE->FIL

FFF FIL->SIE

AF SUC->SIE

AVC SIE->SUC

FAF SIE->SUC (r)

FFF SUC (r)->SIE

AF SUC (s)->SIE

AVC SIE->SUC (s)

FAF SIE->FRA

FFF FRA->SIE

AF SUC->SIE

AVC SIE->SUC

FRA, DET, COM,

AUT

AVC SIE->FRA

AF FRA->SIE

FAF SIE->SIE (r)

FFF SIE (r)->SIE

AF FRA->SIE

AVC SIE->FRA

FAF SIE->FIL

FFF FRA->SIE

AF FRA->SIE

AVC SIE->FRA

FAF SIE->SUC

FFF FRA->SIE

AF FRA->SIE

AVC SIE->FRA

FAF SIE->FRA (r)

FFF FRA (r)->SIE

AF FRA (s)->SIE

AVC SIE->FRA (s)

Recipient

store (r)

SIE – F1

FIL – F1

SUC – F1

FRA, DET,

COM, AUT –F1

SIE

FIL

(No

subsidiary)

SUC

FRA, DET,

COM, AUT

Sender store

(s)

SIE

FAF SIE->F1

FFF F1->SIE

AVC F1-

>SIE

AF SIE->F1

FAF SIE->F1

FFF F1->SIE

FAF SIE->F1

FFF F1->SIE

FAF SIE (s)->SIE

(r)

FFF SIE (r)->SIE

(s)

FAF SIE->SUC

FFF SUC->SIE

FAF SIE->FRA

FFF FRA->SIE

FIL (No

subsidiary)

SUC

FAF SUC->F1

FFF F1->SUC

AVC F1-

>SUC

AF SUC->F1

FAF SUC->F1

FFF F1->SUC

FAF SUC->F1

FFF F1->SUC

FAF SUC->SIE

FFF SIE->SUC

FAF SUC (s)->SUC

(r)

FFF SUC (r)->SUC

(s)

FAF SUC->FRA

FFF FRA->SUC

FRA, DET,

COM, AUT

FAF FRA->F1

FAF F1->FRA

AVC F1-

>FRA

AF FRA->F1

FAF FRA->F1

FAF F1->FRA

FAF FRA->F1

FAF F1->FRA

FAF FRA->SIE

FFF SIE->FRA

FAF FRA->SUC

FFF SUC->FRA

FAF FRA (s)->FRA

(r)

FFF FRA (r)->FRA

(s)

SIE-F1

FAF F1->SIE

(r)

FFF SIE (r)-

>F1

AF SIE (s)-

>F1

AVC F1->SIE

(s)

AVC F1-

>SIE

AF SIE->F1

FAF F1->SUC

FFF SUC->F1

AF SIE->F1

AVC F1->SIE

FAF F1->FRA

FFF FRA->F1

AF SIE->F1

AVC F1->SIE

FAF F1->SIE

FFF SIE->F1

FAF F1->SUC

FFF SUC->F1

FAF F1->FRA

FFF FRA->F1

FIL-F1

FAF F1->SIE

FFF SIE->F1

FAF F1->SUC

FFF SUC->F1

FAF F1->FRA

FFF FRA->F1

FAF F1->SIE

FFF SIE->F1

FAF F1->SUC

FFF SUC->F1

FAF F1->FRA

FFF FRA->F1

SUC-F1

FAF F1->SIE

FFF SIE->F1

AF SUC->F1

AVC F1-

>SUC

AVC F1-

>SUC

AF SUC->F1

FAF F1->SUC

(r)

FFF SUC (r)-

>F1

AF SUC (s)-

>F1

AVC F1->SUC

FAF F1->FRA

FFF FRA->F1

AF SUC->F1

AVC F1->SUC

FAF F1->SIE

FFF SIE->F1

FAF F1->SUC

FFF SUC->F1

FAF F1->FRA

FFF FRA->F1

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Click here to see the caption for the table.

Overview of the Purchase Cycle

Different procurement methods

With software from the ORLI range

The purchase cycle can be supplied by the Orliweb software package:

- Orders from Orliweb customers are downloaded to Yourcegid Retail Y2as purchase orders.

- Orliweb deliveries are downloaded to Yourcegid Retail Y2 as delivery notices or supplier receipts, depending on the user’s choice.

By using replenishment or pre-allotment

A purchase order can also be created from:

- Automatic replenishment available in the Back Office: module Inventory - menu Replenishment - command Replenishment and distribution.

- Replenishment orders entered directly by the stores and then generated at Headquarters as purchase orders.

- Purchase proposals entered at Headquarters, and then generated as purchase orders by the means of pre-allotment.

- Replenishment suggestions available in the Back Office: module Purchases - menu Generation - command Replenishment for customer orders/Replenishment suggestions.

Directly in Back Office

A purchase order can also be simply entered directly in Back Office, via the module Purchases - menu Enter - command Purchase order. Here it is possible to enter:

- Orders centralized at Headquarters for all stores

- Orders by store

The procurement cycle

Various purchase documents

(s)

FRA, DET,

COM, AUT

– F1

FAF F1->SIE

FFF SIE->F1

AF FRA->F1

AVC F1-

>FRA

AVC F1-

>FRA

AF FRA->F1

FAF F1->SUC

FFF SUC->F1

AF FRA->F1

AVC F1->FRA

FAF F1->FRA

(r)

FFF FRA (r)-

>F1

AF FRA (s)-

>F1

AVC F1->FRA

(s)

FAF F1->SIE

FFF SIE->F1

FAF F1->SUC

FFF SUC->F1

FAF F1->FRA

FFF FRA->F1

SIE-F2

FAF F2->F1

FFF F1->F2

AVC F1->F2

AF F2->F1

FAF F2->F1

FFF F1->F2

FAF F2->F1

FFF F1->F2

FIL-F2

FAF F2->F1

FFF F1->F2

FAF F2->F1

FFF F1->F2

FAF F2->F1

FFF F1->F2

FAF F2->F1

FFF F2->F1

SUC-F2

FAF F2->F1

FFF F1->F2

AVC F1->F2

AF F2->F1

FAF F2->F1

FFF F1->F2

FAF F2->F1

FFF F1->F2

FRA,

DET,

COM,

AUT – F2

FAF F2->F1

FFF F1->F2

AVC F1->F2

AF F2->F1

FAF F2->F1

FFF F1->F2

FAF F2->F1

FFF F1->F2

Fields

Description

Purchase order proposal (DEF)

This document is a sort of pre-purchase order. It is used to enter at the Headquarters only one

document grouping all the needs of the stores for a given supplier, and then generate as many

purchase orders as there are stores involved (refer to Pre-allotment of Purchases by Store.)

Purchase order (CF)

This is a document created for a single store and a single supplier. It can be entered directly, or it

can be issued from the generation of other documents.

Delivery notice (ALF)

The delivery notice is a document used to notify stores of the delivery of ordered items. It is thus

an intermediary document between the order and the receipt. The store must validate its delivery

notices every day according to the merchandise received. The validated delivery notice is then

transformed into a receipt.

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Supplier Record - Contents

The supplier record forms part of the basic data essential to a Commercial management folder. No purchases can be made without being associated with at least one supplier.

Indeed, certain automated processes and default values can be determined by the way in which the record is populated: behavior of documents in entry mode, assignment of

unique barcodes, item referencing, etc.

The objective, of course, is to clearly identify the suppliers behind the purchases, the period in question, and the corresponding amount. With this information, the commercial

performance of items linked to each supplier can be analyzed, and the purchasing strategy for subsequent seasons can be determined.

Preliminary settings

Company settings

Search priorities

Fields in item record

Access rights

Zoom on the supplier record

General tab

Addition tab

Payments tab

Information tab

User fields tab

Toolbar

Actions on the supplier record

List of actions to perform on the supplier record

Settings for Supplier Record

Company settings

Back Office: Administration - Company - Company settings

Automatic codification of suppliers

Go to Commercial management/Customer suppliers, and tick the “Automatic assignment of supplier code” option.

Receipt (BLF)

This document is used to make a record of a supplier delivery. It can either be entered directly, or

generated from a purchase order or a delivery notice. This type of document has an impact on

physical inventory.

The validation of a delivery notice (ALF) in the Front Office has the effect of generating a receipt

(BLF).

Financial invoice notice (AFF)

This document is made up of all sales and all consigned item returns.

The process of invoicing sales generates a document of type Financial invoice notice per supplier

and per store, in order to enable an analytical allocation of the purchase to the right store.

These invoice notices will be retrieved and sent to each supplier of consigned items, with the

breakdown of items sold per store, then generated as a financial supplier invoice when the invoice

is received (refer to Managing Consigned Items.)

Supplier invoice (FF)

This document is a typical invoice that validates the merchandise order to a supplier, and has an

impact on inventory.

Financial supplier invoice (FFF)

This document does not physically correspond to a merchandise exchange, and has therefore no

impact on inventory. It can be, for example, an additional invoice following a mistake in the

original invoice.

Supplier return (BFA)

This document follows a return of merchandise to the supplier after receipt and/or invoicing. This

type of document has an impact on inventory.

Supplier credit note on inventory

This document corresponds to a typical credit note prompting a supplier invoice. This type of

document has an impact on inventory.

Request for a financial credit (AAF)

This document precedes the financial credit in the purchase cycle, and has no impact on inventory.

It is particularly used in litigation management.

Supplier financial credit note (AF)

This document is the counterpart of the financial invoice. It may, for example, correspond to an

invoicing correction only affecting the price and not the quantity of items.

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A code can also be assigned manually to a record. However, it is recommended to opt for the automatic assignment for better ease of use.

Individual barcode management

Go to Commercial management/Items, and tick the “Distinct barcodes per supplier” option. If this option is:

- ticked: it authorizes the assignment of barcodes based on supplier-specific settings.

- not ticked: this option will not be accessible in the supplier record.

Item referencing

Go to Commercial management/Items, and according to your needs, tick the “One supplier per item” option.

- If ticked: an item is assigned to only one supplier. In purchase documents, it is then not possible to enter an item that does not belong to the supplier in the document header.

- If not ticked: an item can be assigned to several suppliers. When entering a purchase document, any item may be scanned, including items that do not belong to the supplier

in the document header. This triggers the display of the “Control of purchasing items” option in the Addition tab of the supplier record (refer to chapter Addition Tab/Item

Referencing.)

Search priorities

Back Office: Settings - Suppliers - Search priorities

This command allows you to define the search priorities for suppliers. You may select up to 6 priorities which will then be processed in ascending order. Once created, the

search priorities are then selected in the company settings, (via Commercial management - Customers/Suppliers, section “Search priority”.)

Fields in supplier record

Back Office: Settings - Suppliers - Field settings

This feature allows you to define user field to be displayed in the in the supplier record. Click here for further information.

Access rights

Back-Office: Administration - Users and access - Access right management

The following access rights must be enabled for the user groups of your choice:

Menu Concepts (26) – Commercial management - Suppliers

This menu allows you to authorize the display, creation and/or modification of supplier records for the user groups concerned.

Menu Settings (105) - Suppliers

This menu allows you to authorize the relevant user groups to access the various settings tables used to populate the records, as well as the settings used for configuring the

read-only or mandatory fields in the record.

Menu Administration (106) - Event log

This menu allows you to authorize a customized follow-up of suppliers, as well as the purge of the relevant records.

Menu Basic data (110) - Suppliers

This menu allows you to authorize the relevant user groups to access the actual supplier records, as well as various actions relating to the modification, deletion, or closure of

these records. It is also used for managing access to processes and reports relating to suppliers.

Supplier Record

Back Office: Basic data - Suppliers - Suppliers

The list of existing suppliers is displayed based on the specified sort criteria:

General tab

Address

This first section displays the various contact information for the supplier:

Identification

This part includes among other elements, information relating to the supplier’s typology and nationality, as well as the CRN and NAICS codes.

Specific processes (price lists, referencing, items, management rules, rights, etc.) are linked to the “Type of supplier” field.

Pricing

This section is used to select the price list category and the currency for the supplier.

Communications

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Follow-up

Addition tab

Workshop

This section allows you to configure the supplier record to handle workshops for servicing (see Customer Services Management.)

Quotation management

Margin

The Margin section allows you to specify the rounding method used for calculating the margin ratio.

Litigations on data import

For further information about this topic, refer to the chapter about Litigation Management.

Item referencing

This setting is visible only if the company setting “One supplier per item” is not ticked (refer to Company Settings/Items.) It is used in purchase documents to check that the

items selected are actually sold by the supplier in a multi-supplier per item folder. This option requires that the supplier’s item referencing is up-to-date (by input or import.)

Controls are performed when an item is added to a document for the given supplier:

Fields

Description

Send document automatically

This option allows you to activate the systematic sending of documents entered for

this supplier, provided the relevant module has been purchased. The Exception on

document management screen, available via the Complementary data button in the

record, allows you to modify the default values of the settings used for sending of

documents; these settings are defined in the Layout tab, accessible via the Settings

module - Documents - Documents/Type.

One file per subsidiary

This option is available if documents are sent automatically (feature enabled.)

When a purchase proposal with a pre-allotment by store is sent automatically, a file

will be sent by subsidiary based on the stores specified in the pre-allotment.

Automatic acknowledgment of

document delivery

Is used to specify that the supplier is able to send acknowledgments by import. In

the case where this status is not ticked (default value), the documents from this

supplier are assigned the “No control” status. If the supplier handles

acknowledgments, then the document created for the supplier is assigned the “Not

received” status. This status can be changed in the following processes:

- When, the acknowledgment is imported.

- By the batch update of purchase documents.

Fields

Description

Closed

This option should be activated if you no longer want a supplier to be included in

processes or in the entry of documents. Note that in this case, the supplier is not

deleted from the database.

Fictitious supplier

This option is essential for the creation of records that are used when entering

documents such as replenishment orders. Indeed, it is imperative that you assign a

dummy third-party to these movements.

Fields

Description

Supplier of Customer Services /

Alterations

This option allows you to type the supplier as service provider.

Internal workshop

Available only if the “Internal workshop management” option is enabled (see

Internal Workshop Management.)

Margin ratios

When the workshop values the quotation, margin ratios for services will be applied

if the selling prices of the services are set to zero. The ratio applies to the purchase

price. You must enter a ratio for services of type “Freight and expenses”, and

another ratio for other services.

Workshop delivery address

Selection of an address among those already defined via the [Complementary data]

button - option Addresses, available in the supplier record.

Fields

Description

Delivery address for quotations

Is used to take delivery of special orders at the Headquarters to check them, before

they are sent to stores.

Margin ratio

Ratio between the price announced by the supplier and the amount to invoice to the

customer.

Average delivery lead time (days)

Is used to update the forecasted delivery date of the quotation at the valuation step.

At this step, this is date is required and becomes the D day + delivery lead-time, if

not specified before.

Attention! This delivery lead-time does not apply if a date was specified upon the

creation of the quote.

Account for special invoices

Supplier invoices from special orders can be registered to this specific supplier

account. Otherwise, the auxiliary supplier account will be used.

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- The supplier must be the main supplier in the item record.

- Or the supplier must be listed in the item referencing for the supplier.

If none of these conditions is met, the item cannot be integrated with the purchase document.

Consigned items

This serializable module allows the use of items that remain property of the supplier but are consigned to the retailer for sale. The retailer is only invoiced for the merchandise

that is sold, with the unsold quantity returned to the supplier at the end of the season (see Consigned items.)

Payments tab

Information tab

This tab allows you to really customize the record based on your specific needs. All of the information contained on this tab is user-defined and fully customizable:

- The titles of user-defined criteria can be configured in Settings - Suppliers - User-defined field titles.

- The content of user-defined tables can be populated in Settings - Suppliers - User-defined tables, or directly in the supplier record by clicking the [Subtable settings] button

displayed nest to every field concerned.

The lower part of the screen is used as a notepad, with simple word processing functions available by right-clicking in this section.

User fields tab

This tab displays only if the use of user fields is enabled in the company settings. This tab is used to populate the various user fields defined for suppliers.

Although many user-defined fields are displayed on the Information tab of the supplier record by default, you may be required to manage an unlimited number of user fields.

These user fields are used in addition to the existing user-defined tables. All user fields in the supplier record will be used systematically.

The management of user fields is dependent on a company setting located in Administration - Company - Company settings, section Commercial management/Default

settings (see User Fields.)

Toolbar

Zoom menu

This button gives access to the Current documents, Ordered items, Category price list, Pricing, Website, and Document summary.

Complementary data

This button gives access to exceptions, address management, various referencing and identifiers. For further information about these topics, refer to the chapters about:

- Address Verification

- Multi-Referencing,

- Subsidiary referencing (refer to Subsidiary Record and Counterpart Flows.

Contacts

Field

Description

Discounts

This section allows you to specify the supplier’s discount percentages and/or

business discount percentages. These are then proposed automatically when

entering documents.

Taxes and discounts

This section impacts the use of currencies in purchase documents.

Payment method

This section contains the usual payment terms. Note that these terms can be defined

directly in the Settings module - Management - Financing plans.

Type

The Type section is essential because it allows you to indicate which tax system

applies to the supplier. This has a direct impact on the calculation of taxes,

particularly VAT, when entering documents.

Shipping

This section allows you to indicate the usual merchandise transportation methods

for this supplier.

Accounting

This section is essential for configuring the accounting interface.

Associated suppliers

This section allows you to specify the supplier that is to be paid and/or the supplier

that issued the invoice, if different from the main supplier. A supplier can be

assigned to a GPO (group purchasing organization) if the setting relating to the

management of GPOs is enabled.

Identification and Export

These sections allow you to enter information used for the generation of Trade of

goods declaration (TGD).

Credit

This section is useful for specifying risk calculation methods.

Coefficients

This section allows you to indicate the tax-exclusive and/or tax inclusive

coefficients specific to this supplier. These are retrieved automatically when

creating item records associated with this supplier.

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This button allows you to enter the details for contacts on the supplier’s side.

Bank account information

The [BAID] button allows you to enter the details of the supplier’s bank account information.

Memos/Photos

The [Memos] button allows you to link photos or memos to the supplier record.

Barcode

This button allows you to enter specific barcode settings. This button is visible only if the “Distinct barcodes per supplier” checkbox option is activated. Therefore, go to

Administration - Company - Company settings - section Commercial management/Items.

List of Actions Linked to Suppliers

Editing lists and labels

Back Office: Basic data - Supplier - Reports

This feature allows you to edit a list of selected suppliers based on various criteria, in addition to labels.

Supplier catalog

Back Office: Basic data - Suppliers - Catalog

This feature allows you to view the prices that are applied by the supplier and specified upon item creation.

Information on the supplier catalog is purely informative and is not taken into account in processes, except in the valuation of documents. The “Multiple of” function can be

managed by multi-referencing.

Batch modification

Back Office: Basic data - Suppliers - Batch modification

This feature allows you to modify or populate a field for a selection of suppliers. Validation of the modification can be performed automatically for the set of selected records,

or on a record-by-record basis for better control.

Batch deletion

Back Office: Basic data - Suppliers - Batch deletion

This feature allows you to delete permanently a supplier or a selection of suppliers. To do this, the records in question must be closed first. Naturally, a certain number of

checks are also carried out before deletion is authorized.

It is possible to view a list of these deleted supplier records, as well as those that were rejected during the deletion process along with the reason for rejection.

Deactivating a supplier record

Back Office: Basic data - Suppliers - Deactivate suppliers

This feature allows you to exclude a supplier or selection of suppliers from processes and/or document entries, without permanent deletion of the file. It is still possible to

view information relating to closed records, or to reactivate a supplier after a commercial dispute has been resolved, for example.

Reactivating a supplier record

Back Office: Basic data - Suppliers - Reactivate suppliers

This feature allows you to make a deactivated record or a selection of records available again for processing and document entry.

Retail Purchase Price Lists - Contents

A price list consists of a price list type and an application period. To create a price list, it is therefore necessary to define first the price list type and the application period.

When using price lists, the price of an item can be related to the following:

- The document date (price list application period)

- The store (price list defined for the store)

- The supplier or supplier category (if a supplier price list was defined)

The "Price lists and promotions" module must be serialized before you can use this functionality.

General settings

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Serialization

Company settings

Managing user access

Price list settings

Rounding methods

Price list types

Application periods

Store price lists

Creating price lists

Entering a price list during item creation

Creating a price list by item

Creating a price list by item category

Updating price lists

Managing price lists

Query, edit and analyze price lists

Close, delete and purge price lists

Retail Purchase Price Lists - Preliminary Settings

Serialization

Back Office: Administration - Company - Serialization - Activation of modules

The "Sales Pricing and Promotions" module (P30453) must be serialized and validated before you can use this functionality.

Company settings

Back Office: Administration - Company - Company settings

Select Commercial management - Pricing and specify the fields as described.

Managing user access

Restricting user access to price lists

Back Office: Administration - Users and Access - Users

For each user, you can restrict the visibility of price lists.

You can select the various price list types that users are authorized to view in the "Restrictions" tab in the user record. If no value is selected, the user will have access to all

price list types.

Managing access rights

Back Office: Administration - Users and access - Access right management

Select menu Purchases (101) and enable access rights for the user groups you want.

Retail Purchase Price List Settings

Rounding methods

Back Office: Settings - Management - Rounding methods

This functionality is used to configure rounding methods for managing price lists. To find out more about this step, refer to topic Rounding methods.

Creating price list types

Back Office: Purchases - Item price lists - Price list types

This functionality is used to create different types of price lists.

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Application periods

Back Office: Purchases - Item price lists - Application period

To manage price lists, you must define application periods. An application period can be associated with a price list type. This link is mandatory if the "Price list period

always linked to a price list code" company setting is selected. (See Company Settings.)

Dates

- The start date is the date on which the price list will be applied.

- The end date is the expiry date of the price list application period.

Store price lists

Back Office: Basic data - Stores - Stores

The "Contact information" tab in the store record is used to associate a purchase price list with a store. You should select a previously created type of price list. See Price list

types above.

Note that you can also associate a purchase price list with the store in this record. (See Retail Price Lists).

Retail Purchase Price List Creation

There are several ways to create a price list:

- Specify a price list when creating an item

- Create a price list for each item

- Create a price list for each item category

- Update a price list

Specifying a price list when creating an item

If the "Price list proposal in item creation" company setting is selected (see Company Settings), you can enter price lists directly when creating an item.

Once you validate the item created, the "Base price list of item" window will be displayed. Price lists are created according to the base period defined in the company settings.

By default, the price specified is the retail purchase price entered in the item record multiplied by the coefficient defined for the price list type.

If the price list is generated by dimension, then after validation, you can modify the price list for each dimension by clicking this button.

After validation, you can also access this window in the item record by clicking the [Additional information/Base price list] button.

Creating a price list by item

Back Office: Purchases - Item price lists - Item price lists

Click this button to create an item price list and specify the following:

- The price list type

Field

Description

Price list type

This must be expressed in a single currency to be specified when creating the price

list.

Pricing system

Used to define if the purchase price list is tax inclusive or tax exclusive.

Coefficient

This is the coefficient applicable when creating the price list and is based on the

price entered in the item record.

Exceptions by store

This non-accessible field is used to manage price list exceptions by store.

Update of price list by store in

purchasing

If the purchase price list is entered in purchase documents, this field will update:

- The store price list for the purchase document if the option is selected.

- The price list for all stores if the option is not selected.

Consider prices of item record

If the value in the "Proposed price" field ("Valuation" tab in the document type) is

"Last purchase price" and if the "Consider prices of item record" option is:

- Selected: The purchase price will be retrieved, failing which the GQ_DPA,

followed by the GA_DPA. If none of these three prices exist, no price will be

retrieved.

- Not selected: The purchase price alone will be retrieved. If this price does not

exist, no price will be retrieved.

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- The application period for the price list

- The store where the price list will be applied, or "All stores" if the price list is applicable to all stores

- The code of the item for which the price list is being created

- The item price list for all settings

- The following information is displayed again as a reminder:

- The currency for the price list type

- The application period

- The pricing system (inclusive or exclusive of tax)

Creating a price list for each item category

Back Office: Purchases - Items price lists - Item category price lists

This functionality is used to create a price list for each item category. The principle is the same as for item price lists, but instead of selecting an item to apply the price list to,

an item category must be selected.

Note that item categories are configured in the Settings module - Items - Price list category.

Each item can be associated with a category in the "Pricing" tab of the item record.

Updating price lists

Back Office: Purchases - Item price lists - Update item price lists

This functionality is used to update one price list using another.

Select the items whose price list must be updated. Click the [Update] button to display the wizard.

The screen of this wizard is divided into two. The left pane is used to specify the settings of the original price list. The right pane is used to specify the settings of the price list

to be updated.

1. Specify the settings of the original price list:

- The initial price list.

- The price list type and application period that will be used for calculating the new price list. You can only select this if a "Price list" price was selected.

- The store used to determine the base price for calculating the updated price list. This selection will only be possible if a “price list” or “purchase price per store” type price

has been selected.

2. Specify the settings of the updated price list:

- The price list type and application period for the updated price list.

- The multiplier that is applied to the base price in order to obtain the item price for the updated price list. This coefficient is only available if the original price list was not

manually entered (field will be grayed out) and was not a price list expressed in percentage (field will become a "Discount percentage" field).

- The rounding method applied to the price list calculation.

- The price to be applied (all selected items will have the same price.) This setting is only available if the original price is an entered price.

- The non-modifiable option, "Generating price lists from generic item", indicates that the price list is calculated for a generic item. This option is grayed out.

- The "Generating price lists at dimension level" option indicates that the price list is calculated for each dimension in dimensioned items.

Once you have specified these settings, a summary of your settings will appear at the bottom of the screen.

3. Click the [Next] button to select the stores you want to update.

If "All stores" was selected in the previous step, the price list will be applicable to all stores whose purchase price list corresponds to the updated price list type. However, if a

price list specific to the store exists for this price list, this price list will be applied rather than the “All stores” price list.

4. Click the [Next] button to display the next window.

5. Click the [End] button to update the price list.

Retail Purchase Price List Management

Query, edit and analyze price lists

Querying items without a price list

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Back Office : Purchases - Item price lists - Query items without price list

This functionality is used to display the list of items without a price list.

You can print this list.

Editing item price lists

Back Office: Purchases - Item price lists - Edit item price lists

This functionality is used to edit the list of items with a price list. You can print using multiple criteria in the "Criteria" and "Addition" tabs, e.g. with or without inventory,

suppliers, etc.

Advanced dashboard

Back Office: Inventory - Query - Advanced dashboard

You can display purchase price lists and sales price lists in the dashboard. The "Pricing" tab is used to select the type of price list you want to view. The selected price list will

depend on user restrictions applicable to price lists.

If you generate an advanced dashboard grouped by item (i.e. item dimension options not selected), the price list for the generic item will be retrieved. In terms of dimensions,

any deviating price lists will be ignored.

Attention!

The processing time required will depend on the number of items returned in the dashboard.

Close, delete and purge price lists

Closing price lists

Back Office: Purchases - Item price lists - Close price lists

Before you can delete a price list, you must close it. This functionality is used to close and disable price lists before deleting them.

Deleting price lists

Back Office: Purchases - Item price lists - Delete price lists

This command deletes price lists that have been closed.

Purging price lists

Back Office: Administration - Purge/Archive - Purge item price lists

This functionality is used to purge price lists in Yourcegid Retail. It processes purchase price lists and sales price lists.

A wizard enables you to enter the item codes and application periods you want to delete. You can perform a multi-selection using these two criteria.

Click the [New] button to display the wizard.

Step 1

To enable you to run an accurate purge, different criteria are displayed in the first screen of the wizard, namely criteria associated with items that are:

- Closed: You can run a purge on closed price lists only, on non-closed price lists only, or on both closed and non-closed price lists.

- Modified: Price lists that have not been modified since the date specified.

- In stock: The "Retention of price lists for items still in stock" option is selected and non-modifiable. This means that only price lists associated with items that are no longer

in stock will be processed.

- Selected: The "Item selection" field is used to restrict the purge to the items you want. By default, all items are processed. However, you can define a specific list of items

whose price lists must be purged.

Item restriction is processed as follows:

- If a generic item is selected, the price lists for the generic item and its dimensions will be deleted.

- If a dimensioned item is selected, the price lists for the selected dimension alone will be deleted. Price lists for other dimensions and generic items will be kept.

- If a single item is selected, all price lists for the item will be deleted.

Step 2

This step summarizes the previously selected criteria.

Step 3

When you validate the processing, the item price lists corresponding to the criteria as well as all related data (price list types, periods and price list definitions) will be

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physically deleted from the database.

This deletion can be run immediately or scheduled to run at a later time.

Related data will only be deleted if it is no longer associated with any price list.

Once a price list code is deleted, it will also be deleted in user restrictions on price lists.

The purge of item price lists is logged in the event log. You can also view purges in the multi-criteria screen in the purge wizard.

User restrictions on price lists are automatically applied. Users can only purge the price lists that they are authorized to access.

Pre-Allotment of Purchases by Store - Contents

Purchases made by Headquarters can arise from requirements at store level. Even if the order sent to the supplier represents the sum of these requirements, pre-allotment by

store can exist and must be kept.

Example:

A total quantity of 500 items is ordered from the supplier. This includes: 5 items for Manchester, 8 for York, 12 for London, etc.

500 items are ordered for all stores combined.

This pre-allotment can be sent to the supplier so that items can be delivered directly to each store.

Preliminary Settings

Company settings

Visa management

Access rights

Entering and tracking a purchase order proposal

Entering a purchase order proposal

Tracking a purchase order proposal

Generating allotments by store

During data entry of the purchase order proposal

After data entry of the purchase order proposal

Using the "Replenishment and distribution" command

Settings for Pre-Allotment of Purchases by Store

Defining company settings

Back Office: Administration - Company - Company settings - Commercial Management

Click here to see the fields to be specified in the "Pre-allotment by store" pane.

Enabling visa management

Back Office: Settings - Documents - Documents/Type

This setting is used to approve a purchase order proposal by checking the amount planned for each store. If a store is below the required amount, the whole purchase proposal

will require approval.

Select the "DEF" document type (purchase order proposal) and select the "General" tab. Tick the "Visa" option to enable visa management for this document type.

If the "Visa" option is selected and the "Visa by store if pre-allotment" setting is:

- Not selected: The purchase order proposal will require approval if the overall amount of the document falls within the specified range.

- Selected: The purchase order proposal will require approval if the pre-allotment for one or more stores falls within the specified range.

This setting can also be configured in the customer or supplier record in the "Exception on document management" menu.

Managing access rights

Back-Office: Administration - Users and access - Access right management

Menu 101 – Purchases

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To grant access to the pre-allotment menu accessed via Purchases - Generation, select Generation - Pre-allotment by store.

Menu 113 - Follow up actions - Purchases - Generation of purchases - Generation of pre-allotment

Follow-up enables you to trace various operations and manipulations related to the generation of pre-allotment performed by employees. These actions can be viewed in the

event log.

Entering and Tracking a Purchase Order Proposal

Entering a Purchase Order Proposal

Back Office: Purchases - Enter - Purchase order proposal

The pre-allotment of purchases is managed for purchase order proposals only (DEF). It enables you to enter a document specific to a facility that includes the requirements of

all stores. Each purchase order proposal is then broken down into separate purchase orders or delivery notices, with one document per store.

With non-consigned items

A pre-allotment can be entered in each line of a document for single items or dimensioned items (not generic ones).

Once you have entered the item, click the [Additional actions] button and select the "Pre-allotment by store" option.

Warning: If it is a dimensioned item, position the cursor on the required size before clicking this button.

The pre-allotment window enables you to enter different quantities for each store.

You can also enter data for groups of stores using one of the criteria proposed in the "Grouping" field.

The "Quantity" field is used to specify the quantity you want.

The button located between the two tables enables you to add grouping details so that you can define specific characteristics for each store in the group.

Once the line has been validated, allotments are saved by store so that a fixed pre-allotment amount can be defined for each store.

When you validate the pre-allotment window, the purchase order proposal will appear again.

Each line in the pre-allotment will be identified by a blue icon.

With consigned items

To enable data entry in a consigned purchase order proposal and generate the pre-allotment, the following rules are applied:

- If the first item in the document is a consigned item and the first warehouse selected in the pre-allotment window is a consigned warehouse, then the document will be a

consigned document.

- In this case, the pre-allotment window will display consigned warehouses only.

- Non-consigned items cannot be entered in the purchase order proposal.

- Generated documents will also be consigned.

Tracking a purchase order proposal

Modify a purchase order proposal

Back Office: Purchases - Modification - Purchase order proposal

You can modify a purchase order proposal as long as it has not been generated.

Duplicate a purchase order proposal

Back Office: Purchases - Duplication - Purchase order proposal

The duplication of a document with pre-allotment also duplicates the pre-allotment of the original document.

Purge a purchase order proposal

Back Office: Purchases - Processing - Purge purchase proposals

Obsolete purchase order proposals can be deleted using the "Purge" functionality.

View the dashboard

Back Office: Purchases - Analysis - Dashboard

The dashboard enables you to work on all of the lines entered in the purchase order proposal and displays the allotment stores.

Generating Allotments by Store

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During data entry of the purchase order proposal

Back Office: Purchases - Enter - Purchase order proposal

When you are in the process of validating the purchase proposal, a message will appear asking you to generate the allotment by store.

- If you accept, you should select the type of document to generate, e.g. purchase order, delivery notice or purchase order proposal. Once this is selected, documents will be

generated for each store.

- If you refuse, you can generate the allotment at a later time. See the next section.

After data entry of the purchase order proposal

Back Office: Purchases - Generation - Pre-allotment by store

This functionality enables you to generate the allotment by store at a later time. You can therefore make the required modifications or checks before the final allotment. You

can modify the purchase order proposal in the "Purchases" module by selecting Modification - Purchase order proposal.

Purchase proposal approval

Back Office: Purchases - Processing - Approval for documents

At this stage and depending on the settings defined, the purchase order proposal may require approval. If this is the case, the purchase order proposal must be approved before

purchase orders or delivery notices can be generated.

Purchase orders or delivery notices may also require approval. See Enabling visa management.

Using the "Replenishment and distribution" command

Back Office: Inventory - Store replenishment - Replenishment and distribution

Replenishment calculates the requirements for each store and generates a purchase order proposal with pre-allotment by store.

1. Open a replenishment record of type “purchase document”.

2. Click the [Processing] button and select the "Generation of purchase documents" option.

The "Generation of purchases" window will appear.

3. In the "Generation" section, select the "Y2" option and select "Purchase order proposal".

4. Select the "Pre-allotment" option to generate a purchase order proposal with a pre-allotment by store. Validate.

See the Replenishment topic to find out more about the various options of the menu.

Setup and Exchanges with Suppliers

This topic lists the various means offered by Yourcegid Retail Y2 to ease exchanges with suppliers: mails, export of documents, visa, etc.

Required settings

Configuring the emailing method

Back Office: Administration - Company - Company settings

The settings required for sending e-mails must be specified via Commercial management/Emailing.

Configuring the emailing method according to the document type

Back Office: Settings - Documents - Documents - Types

Select a document type of your choice and go to the Layout tab. The "Sending documents" section allows you to define how documents are sent according to the document

type chosen. The sending method includes issues such as the export type, file format, etc. Note that the ASCII export formats available here are the same as those available in

the module used for exporting purchase documents.

Configuring the supplier record

Back Office: Basic data - Suppliers - Suppliers

You may define two options in the supplier record:

- Configure automatic emailing of documents per supplier: The "Send document automatically" option in the General tab of the supplier record allows you to specify that

documents for this supplier are sent automatically. However, a document that is awaiting approval cannot be sent automatically. The sending process is not triggered until the

document in question has been approved.

- Configure for each supplier how documents are sent according to their type: Click the [Complementary data] button in the supplier record to open the Exception on

document management screen. The Layout tab allows you to configure for each supplier, how documents will be sent according to their type (purchase order, purchase

proposal, etc.) as selected in the General tab on the same screen.

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Access rights management

Back Office: Administration - Users and access - Access right management

Purchases (101) menu

Section "Processing - approval for documents" authorizes the relevant user group to manage document approvals.

Section "Modification - Batch modification" authorizes the relevant user group to make batch changes to purchase documents.

Impacted commands

The commands listed below take into account the settings for sending mails or documents to suppliers as they are executed. Based on the settings defined in the document

type an e-mail will be sent or a file (PDF or export) will be created automatically when the document is generated or validated.

- Sales module - Generation menu: Invoice sales and Invoice transfers

- Sales module - Retail sales menu: Customer orders/Processing

- Purchases module - Generation menu Replenishment for customer orders/Replenishment suggestion

- Inventory module - Store replenishment menu Replenishment and distribution

Batch modification of purchase documents

Back Office: Purchases - Modification - Batch modification

This feature allows you to modify very quickly several documents for which a correction or an update must be done. Information that may be changed is relating to exchanges

and is listed hereafter:

- Mailing associated with document: This allows a mailing to be allocated retroactively, or de-allocated.

- E-mail sending status: No sending/Pending/Sent/Changed to send again

- Exported document: Export pending/Exported/Changed to re-export

- Acknowledgment of receipt: No control/Received/Not received

- Document exported: Export pending/Export in progress/Exported/Changed to re-export.

The process is as follows:

- enables the update of documents, one by one.

- enables the update of all the documents selected.

Cost Price Management - Contents

Cost price management enables you to work on purchase prices for each item having additional costs added, such as: inventory costs, transportation, quality control, year-end

discounts, advertising, etc.

General settings

Module serialization

Company settings

Document settings

Store settings

Item settings

Access rights

Cost management

Determining costs

Determining cost groups

Cost price calculation

Updating inventory prices

Updating item record prices

Querying cost prices

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Updating cost prices

Use of coefficient

Use of cost groups

By import

Cost Price Management

Serializing the module

Back Office: Administration - Company - Serialization/Activation of modules

If the Cost price module (module P30431) is not activated, cost price management will be limited to the use of the item record ex-tax cost price. In addition, the following

functions will be grayed out or hidden:

- The “Cost price calculation from cost groups” company setting is inactive.

- The “Cost price management” company setting will be limited to the use of the item record ex-tax cost price (no manual or automatic cost price.)

- Information relating to cost prices will be hidden in the Pricing tab of the item record.

- The “Cost price profile” option will be hidden in the store record.

- Information relating to cost prices will be hidden in the subsidiary record.

- Menus relating to cost groups will be hidden.

Company settings

Back Office: Administration - Company - Company settings

Go to Commercial management/Inventory and populate the Cost price section.

Document settings

Back Office: Settings - Documents - Documents/Types

Open the Valuation tab and populate the Folder cost price field.

Store settings

Each store may generate management of various costs. A related setting enables you to associate profiles to each store.

Creating profiles

Back Office: Settings - Stores - Cost price profiles

This command enables you to create cost price profiles that will then be assigned to stores.

Assigning profiles

Back Office: Basic data - Stores - Stores

Assigning a profile to a store is done in the Additions tab in each store record.

Item settings

Likewise, a setting enables you to associate a profile to each item.

Creating profiles

Back Office: Settings - Items- Cost price profiles

This option enables you to create cost price profiles that will then be assigned to items.

Assigning profiles

Back Office: Basic data - Items - Items

Assigning a profile to an item is done in the Additions tab in each item record.

Access rights

Back Office: Administration - Users and access - Access right management

Menu Concepts (26)

Commercial management - Items

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Depending on the rights granted, these concepts allow you to limit the purchase price and cost price displays in the Pricing tab located in the Item record:

- Display cost prices: Enables you to query cost prices, but not purchase prices.

- Display purchase prices: Enables you to query purchase prices, but not cost prices.

Throughout the various multiple search criteria screens, the data relative to purchase prices and cost prices will not necessarily be visible, depending on concept settings.

By activating the following concepts, the latest purchase and cost prices may be changed in the item record:

- Modification of LPPs

- Modification of LCPs

Commercial management - Inventory

By activating these concepts, the latest item and inventory purchase and cost prices may be changed:

- Modification of LPPs

- Modification of LCPs

Menu Settings (105)

Stores - Cost price profiles

This menu enables you to authorize cost price profile management in store settings.

Items - Cost price profiles

This menu enables you to authorize cost price profile management for item settings.

Management - Cost price

This menu enables you to authorize access to the following menus in Settings - Management - Cost price

- Cost

- Cost groups

Cost Management

Back Office: Settings - Management - Cost price

Attention! Cost management is available only if the Cost Price module (module P30431) has been serialized.

Determining costs

Back Office: Settings - Management - Cost price/Cost

This command enables you to determine costs and receipts. There are 2 types of cost:

- Percentage of the base price (purchase price - line discount, business discount and invoice total discount deducted): the percentage is applied to purchase prices in order to

calculate cost prices.

- Fixed amount per quantity: Added to purchase prices to calculate cost prices.

It is possible to enter negative cost prices, e.g. end of year discounts/rebates.

Determining cost groups

Back Office: Settings - Management - Cost price/Cost group

Cost groups must be set for store and item profiles. Several costs may be assigned to each of the cost groups.

Cost groups are also determined by combining store profiles and item group criteria.

Fields

Description

Grouping

The following information may affect cost groups:

- Item record user-defined tables (15)

- Item record categories (8)

- User-defined item statistics (2)

- Collection

- Main supplier

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Special instructions for Korea

Determining costs

In Korea, a Special Consumption Tax is levied on certain items. This tax may be refunded, according to case (and affects only tax inclusive selling prices) and integrated into

item cost prices. When determining costs, there are options which enable you to take new calculation bases and application levels into account.

Determining cost groups

The Rank field enables you to determine the order of application for costs.

Cost Price Calculation

The cost price calculation formula is as follows:

- P1 = Purchase price used on line = Purchase price -- Discount on invoice total -- Business Discount

- Cost price = [(Quantity x P1 + cost percent) + (Quantity x Amount by quantity)] / Quantity

Updating inventory prices

Back Office: Settings - Documents - Documents/Types

The “Proposed price” field available in the Valuation tab enables you to update prices.

According to the configuration, the LCP (Last Cost Price) and WACP (Weighted Average Cost Price) for the inventory will be updated for stores that have a cost price

calculation profile.

Updating item record prices

Back Office: Administration - Company - Company settings

The “Updating the purchase and the cost prices in the item record” option (Commercial management/Items) enables you to transfer the LPP/LCP to the item record. WACP

prices will be transferred to the item record if the same company setting is enabled, and if the item has been entered in the store for prices contained in the item record (see

Document types).

Remember that WAPP prices will be transferred to the item record if the same company setting is enabled and if the item has been entered into the default store.

Note:

- LPP and WAPP are affected by purchase prices. Only the line discount is deducted.

- LCP and WACP are affected by purchase prices, line discounts, discounts on invoice totals and discounts are deducted (shipping and expenses are taken into account

according to settings.

Querying cost prices

Cost prices are available in the following commands:

- Sales/purchases and inventory cubes

- Dashboards for sales/purchases/internal movements and advanced dashboards

- Item availability

Updating Cost Prices with a Wizard

Back Office: Inventory - Processing - Cost price update/Cost price calculation

This section describes cost price updates using a wizard. However, you may manually change the LPP and LCP by enabling certain access rights in the Concepts menu (26).

The wizard enables you to update various cost prices (cost price, last cost price and average weighted cost price) in item and inventory records, using purchase prices found in

item and inventory records (purchase price, last purchase price and average weighted purchase price).

Click this button to open the update wizard. The first step consists of selecting the relevant items and stores.

- Price list category

- Customs bill of materials

- Cost price profile

Values are selected from a multiple selection of multi-combinations. Note that the

“Customs reference” criterion does not propose a selection. Criteria must be entered

in the appropriate field, separated by a semi-colon [ ; ]. Example:

“62623654;62623655;62623656”

Priority/Rank

Enables you to specify the rule used when an item meets several grouping criteria

(priority 1 is the highest).

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The following steps will depend on the calculation method chosen:

- Use of a coefficient

- Use of cost groups

Update by applying a coefficient

Step 1: Select stores to update

This step enables you select the items and stores to be updated. After selecting the “Applying coefficient” calculation method, click the [Next] button.

Step 2: Select prices to update

Item record

Check the cost price to be updated in the item record (Tax exclusive CP, LCP, WACP (cost price exclusive of tax, last cost price, weighted average cost price). The formula to

be applied is as follows: CP = PP (purchase price) * coefficient

Attention!

When the cost price in the item record is updated using a purchase price from the item record, the cost price for the items selected in Step 1 will be updated independently of

the stores selected in Step 1. However, when the cost price in the item record is updated using a purchase price from the inventory record, the cost price for the items selected

in step 1 will be updated for the stores selected in Step 1, with 2 options:

- Warehouse by warehouse: The cost price in the item record will be updated using the inventory purchase price from the main warehouse of the store of reference in company

settings (Administration - Company - Company settings - Commercial management/Inventory [Cost price section].)

- From a warehouse to be selected: The cost price in the item record will be updated from the inventory purchase price of the selected warehouse.

Inventory record

Check the cost price to be updated in the inventory record (cost price, average weighted cost price, user-defined value 1, user-defined value 2). Then select the price from the

one updated, as well as the coefficient. The formula to be applied is as follows: CP = PP (purchase price) * coefficient

Attention!

When the cost price in the inventory record is updated using a purchase price from the item record, the cost price in the inventory records for the items selected in Step 1 will

be updated for all stores selected in Step 1. However, when the cost price in the inventory record is updated using a purchase price from the inventory record, the cost price for

the items selected in step 1 will be updated for the stores selected in Step 1, with 2 options:

- Warehouse by warehouse: Warehouse cost prices in inventory records for each store selected in Step 1 will be updated using the inventory purchase price for each of the

warehouses. For example: The cost price in the inventory record for the STOCKROOM warehouse for the LYON store will be updated using the purchase price in the

inventory record for the STOCKROOM warehouse for the LYON store. Likewise, the cost price in the inventory record for the WINDOW warehouse for the LYON store

will be updated using the purchase price in the inventory record for the WINDOW warehouse for the LYON store.

- From a selected warehouse: Warehouse cost prices in inventory records for each store selected in Step 1 will be updated using the inventory purchase price in inventory

records the selected warehouse. For example: The cost price in the inventory record for warehouses 1 and 2 for the LYON store will be updated using the purchase price from

the inventory record for the GRENELLE STOCKROOM warehouse.

Step 3: Start process and report

The [Save] button will save settings before processing is started.

The [Schedule] button enables you to program jobs as scheduled tasks.

The [Calculate] button will start processing according to the configuration done in previous steps.

Update by using cost groups

Step 1: Select items and stores to update

This step enables you select the items and stores to be updated. After selecting the “Use of cost groups” calculation method, click the [Next] button.

Step 2: Select documents to take into account

The [Check] button displays the list of items selected in Step 1, which were not present in the documents selected in Step 2 (consistency control).

The [Save] button will save the list of items to a text file.

Then press the [Next] button.

Step 3: Select prices to update

Same as Step 2 in the preceding method.

Step 4: Start process and report

Same as Step 3 in the preceding method.

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Query cost prices calculated after update

Back Office: Inventory - Processing - Cost price update/Query calculated prices

This option enables you to query cost prices calculated after update.

Updating Cost Prices by Import

Depending on the activity managed, cost prices may be supplied upstream of Yourcegid Retail Y2. One option enables you to update inventory cost prices using imported cost

prices, when importing documents. The new cost price, expressed in the store currency, will be saved in document line tables.

Implementation

Data exchanges - Data recovery - Settings/Recovery formats

The CAPM document import format enables you to specify new cost prices.

- $$_PRHTUNITAIRE: Unit tax exclusive cost price

- $$_DEVISEPRHT: Tax exclusive CP currency

The ex-tax cost price currency may be set in the format of the file. It is optional. Failing that, the ex-tax cost price for the imported file will be expressed in the document

currency. In any case, the line ex-tax cost price (GL_PRHT) is expressed in the store currency. The ex-tax cost price currency for the import file will not be saved in the

document.

If the fields are present in the import format and are filled in, they will serve to update document line cost prices (searchable information in multiple search criteria of

document lines or in line additions from a document).

This information is used to update inventory LCPs / WACPs that may be queried in Inventory - Query - Item availability, Inventory record, for example.

Generating documents with LCP or WACP management

When generating a document, if the document ex-tax cost price has been entered, it will be used to update the inventory LCPs and WACPs.

Litigation Management - Contents

When dealing with purchases from suppliers, it is important to check what was sent by the supplier, and what was received by the stores. The litigation management

functionality enables you to assign a status to a line whenever a discrepancy is noted, such as in the following cases:

- The actual price is different from the original price.

- The quantity received is different from the planned delivery.

These statuses are updated, automatically by the data imports, and manually when generating documents.

Litigation can also be managed and monitored for transfer documents and trade sales documents.

The "Purchasing Invoice Matching" module (P30459) must be serialized in Administration - Company - Serialization.

Litigation settings

Define company settings

Define litigation documents

Define settlement reasons

Configure litigations for data imports

Manage access rights

Managing purchase document litigations

Declare a litigation in document data entry

Manage litigations in data imports

View the list of litigations

Process existing litigations

Modify a document with litigations

Generate a document with litigations

Reconcile invoices with litigations

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Generate a request for a financial credit note

Managing litigations for sales and transfer documents

Litigations in trade sales

Litigations in transfers

Automatic litigations

Create a document

Generate a document

Modify a document

Litigation Settings

Define company settings

Back Office: Administration - Company - Company settings

Options

To define the settings for litigations, go to Commercial management/Document - Entry, and populate the settings as described here.

Post litigation documents

The setup for posting litigation documents must be performed as follows:

- Prevent the posting of litigation documents: Go to Commercial management - Account posting and select the "Litigation accounting" company setting.

- Configure the accounts. See Define settlement reasons.

The accounting closure process for inventory includes a step for litigation folders. Documents whose litigations are earlier than the accounting closure are modified:

- The document date becomes the closing date + 1.

- The external reference date is specified with the original document date.

Define litigation documents

Back Office: Settings - Documents - Documents - Types

Go to the General tab and define the settings described in the Document Types/Litigation Management section.

Define settlement reasons

Back Office: Settings - Documents - Litigation settlement reasons

This is for creating the different reasons for litigation resolution. This is important because these reasons must be specified when a litigation is settled. For example, a

settlement reason may be a supplier error or an incorrect order.

Accounts for settlement reasons must be set up to post possible discrepancies.

Configure litigations for data imports

Back Office: Basic data - Suppliers - Suppliers

Define a tolerance percentage

To manage price discrepancies, you can define a percentage for the tolerance threshold. To do this, select the "Addition" tab in the supplier record and specify the percentage

you want in the field.

Configure the import report e-mail

You can send suppliers an e-mail containing the import report. This report lists the documents created through data import with litigation management. This report informs

suppliers whether they are required to deliver the goods. To do this, specify the supplier e-mail address in the "General" tab of the supplier record.

Click the "Addition" tab and select the "Mail report" option. Next, enter the text to be displayed in the header of the report file.

Manage access rights

Back Office: Administration - Users and access - Access right management

You can authorize access to certain actions or menus to the relevant user groups as follows:

Branch

Sub-branch

Access right/Concept

Document entry

Authorize creation and modification of

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Management of Purchase Document Litigations

Declare a litigation in document data entry

Back Office: Purchases - Enter

For an item line

When entering a new document, there are no litigations displayed in the lines or header. You can check this in the "Litigation" field in the header and item lines of the

document which should display "No litigation".

To declare a line litigation, select the relevant item line or dimension and click the [Additional actions/Line litigation] button. A new screen will appear, enabling you

to enter one or more litigations linked to the selected line.

You can also access this screen directly by double-clicking in the litigation cell for the single or dimensioned item.

If a litigation exists for a line, the document is automatically assigned a line litigation.

For the whole document

Other litigation types can also be entered in the document to indicate that there are problems not related to lines.

To do this, click the [Additional actions/Document litigation] button to display the "Document litigation" screen.

26 - Concepts

Commercial management

litigations

101 - Purchases

Query

Litigation list

Processing

Litigations

Process litigations

Reconcile invoices

Generate credit note requests

102 - Sales

Trade sales

Query

Litigation list

Modification

Process litigations

103 - Inventory

Query

Transfer litigation list

Processing

Process transfer litigations

105 - Settings

Documents

Litigation settlement reasons

108 - Management

Transfers

Litigations

Query litigations on transfers

Process litigations on transfers

Receipts and returns

Process litigations

Fields

Description

Litigation reason

The litigation reason must be selected from the predefined and non-modifiable list.

The following reasons are proposed: "None", "Non-planned item", "Other", "Lower

net unit price", "Higher net unit price", "Price to confirm", "Lower quantity",

"Higher quantity".

Litigation

This field proposes the following values:

- In progress (internal processing): Action has been taken to resolve the litigation

due to an employee error.

- In progress (external processing): Action has been taken to resolve the litigation

due to a supplier error.

- No: Litigation was detected when entering or importing data.

- Yes: Action has been taken and the litigation has been settled.

Illustrative text

Used to add additional information.

Settlement reason

This field is mandatory if the litigation is processed. Once this step is completed,

the status of the line litigation changes to "Litigation processed". See Define

Settlement Reasons.

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Once all litigations in the document have been processed and the screen validated, the status of the document will change to "Litigation processed".

Impact of a litigation on a document

Once you define a litigation for a document line, the status of the line (for generic and dimensioned items or single items) and document will be "In litigation". When you

print, the document will display the following text in red, "IN LITIGATION". Depending on the cause, litigations can be settled as follows:

- Internal error: The litigation will be settled manually.

- Supplier error: The processing of litigations can be automated to generate the corresponding request for a financial credit note automatically.

Manage litigations in data imports

To manage litigations in data imports, you must first define the settings for the supplier record. See Configure Litigations for Data Imports.

Operating principle

You can enable litigation management during document import by using the "$$_GERELITIGE" field. Litigations will automatically be generated by comparing the

"$$_NATUREPIECEG" and "$$_REFINTERNE" fields in the documents to be closed.

When a document is generated as a result of a data import, litigations are automatically updated. This explains why litigation types are set by the application.

- The possible values for line litigations are as follows: "Higher quantity", "Higher net unit price", "Lower net unit price", "Non-planned item".

- The possible values for document litigations are as follows: "Line litigation", "Shipping and handling fees".

Warn suppliers about litigations detected during import

You can send suppliers an e-mail containing the import report. This report lists the documents created through data import with litigation management. This report informs

suppliers whether or not they are required to deliver the goods.

The e-mail will be structured as follows:

- E-mail subject: "Report", followed by the name of the company (defined in the company settings).

- E-mail body: Empty.

- Attached file: The report file so that it can be processed automatically. This file will contain a header line, which can be configured in the supplier record, and one line for

each integrated document (Store code + Supplier code + Document type + Doc no. (internal reference) + yes/no).

View the list of litigations

Back Office: Purchases - Query - Litigation list

This functionality enables you to check litigations, e.g. by litigation type or by status.

Process existing litigations

Back Office: Purchases - Processing - Litigations - Process litigations

Front Office: Management - Receipts and returns - Process litigations

This functionality is used to process existing litigations. To apply a status to the current litigation, select the line you want and click one of the following buttons:

- In progress (internal processing)

- In progress (external processing)

When you double-click a litigation, the litigation record will appear and you can process it immediately.

Modify a document with litigations

Back Office: Purchases - Modification

This functionality enables you to modify a document and its associated litigations. You cannot delete litigations.

Generate a document with litigations

Back Office: Purchases - Generation

When a document is generated, non-processed litigations from the previous document are carried over. However, settled litigations are not carried over to previous

Fields

Description

Litigation reason

The litigation reason must be selected from the predefined and non-modifiable list.

The following reasons are proposed: "Awaiting reconciliation", "Shipping and

handling fees", "Forced litigation", "Line litigation", "Tax excl. amount on invoice

statement" and "Tax incl. amount on invoice statement".

Processed litigation/Settlement

reason

The "Processed litigation" and "Settlement reason" fields propose the same values

as those above for the line litigation.

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documents.

Reconcile invoices with litigations

Operating principle

Suppliers send an electronic invoice once they have shipped the merchandise to the store. This invoice is imported to Yourcegid Retail Y2 as a delivery notice (ALF) and as a

financial supplier invoice (FFF). The two documents are completely identical and have the same internal reference. Once the merchandise has been received by the store, a

receipt is generated from the delivery notice. Modifications can then be made to the receipt if there is a difference between what was shipped and what was received. The

invoice reconciliation process will reconcile the financial supplier invoice with the supplier receipt in order to determine the possible litigations.

To implement this process, you must add the "$$_LITIGEATTRAPPRO" field to the import format for financial supplier invoices in order to force the "Awaiting

reconciliation" litigation reason for imported invoices.

Process invoices

Back Office: Purchases - Processing - Litigations - Reconcile invoices

This functionality enables access to the list of all financial supplier invoices for which there are litigations. You run the process to reconcile one or more invoices. In order for

the reconciliation to run correctly, the invoice must have an internal reference, and it must be possible to locate the corresponding receipt of goods with the same internal

reference. The reconciliation will delete the "Awaiting reconciliation" litigation status and will establish actual litigations applicable to the invoice. If no litigation is present,

the invoice will no longer be in litigation.

If no litigation exists for the financial invoice at the end of the invoice reconciliation, the corresponding supplier receipt becomes inactive. It can no longer be modified or

converted.

Note

This process can be run as a scheduled task and is available for purchase documents only. During invoice reconciliation, if the supplier receipt (BLF) contains lines that are

not included in the financial supplier invoice, a "Missing item" document litigation will be created. This is applicable only if the financial supplier invoice supports the

"Missing item" litigation reason or if it does not manage remainders. Documents are linked in the following way:

- In the supplier receipt, the [Next document] button displays the financial supplier invoice.

- In the financial supplier invoice, the [Previous document] button displays the supplier receipt.

Example of operating during data entry (simulation without data import):

- Create a financial supplier invoice (FFF) and a delivery notice (ALF) that are identical, with the same external reference and quantities.

- In the financial supplier invoice, specify "Awaiting reconciliation" as the document litigation type.

- Generate the supplier receipt (BLF) from the delivery notice (ALF) by modifying the quantities and prices.

- Select the financial supplier invoice in the invoice reconciliation menu and run the process.

- When you view the financial supplier invoice, you can see the following:

- The "Awaiting reconciliation" document litigation has disappeared.

- There is now a "Line litigation" document litigation.

- There are two litigations in the line, one for quantities and the other for prices.

Generate a request for a financial credit note

Back Office: Purchases - Processings - Litigations - Generation of credit note requests

This functionality enables the multiple selection of supplier invoices (financial or inventory-based invoices) where litigations whose status is "In progress (external process)"

are taken into account.

This processing enables you to generate the corresponding financial credit note requests automatically. They can be sent via data export or in a PDF by e-mail.

When you import the financial credit note from the supplier via EDI, this enables you to close the request for a financial credit note.

The management of litigations must be enabled for "Financial credit" and "Request for a financial credit" documents to ensure that the credit note corresponds to the credit

note request.

Management of Litigations for Sales and Transfer Documents

The process for trade sales documents and transfer documents is identical. However, the option available in the supplier record concerning litigation in data imports does not

exist for customers. It therefore cannot be used for trade sales imports.

Litigations in trade sales

Query litigations

Back Office: Sales - Trade sales - Query - Litigation list

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This functionality enables you to check litigations, e.g. by litigation type or by status.

Process litigations

Back Office: Sales - Trade sales - Modification - Process litigations

This functionality is used to process existing litigations. When you double-click a litigation, the litigation record will appear and you can process it immediately. To apply a

status to the current litigation, select the line you want and click one of the following buttons:

- In progress (internal processing)

- In progress (external processing)

Litigations in transfers

Query litigations

Back Office: Inventory - Query - Query/Transfer litigation list

Front Office: Management - Transfers - Litigations/Query litigations on transfers

This functionality enables you to check litigations, e.g. by litigation type or by status. You can view the list of litigations in the Back-Office and Front-Office.

Process litigations

Back Office: Inventory - Processing - Process transfers litigations

Front Office: Management - Transfers - Litigations/Process litigations on transfers

This functionality is used to process existing litigations. When you double-click a litigation, the litigation record will appear and you can process it immediately. To apply a

status to the current litigation, select the line you want and click one of the following buttons:

- In progress (internal processing)

- In progress (external processing)

Automatic Litigations

The configuration enabling the management of automatic litigations must be performed as described in the section on Automatic Litigation Settings ("Automatic creation"

option).

Create a document

When a new document is created, no litigation is created automatically because there is no existing document. However, you can create a litigation manually.

Generate a document

When a document is generated as the next document (e.g. a supplier receipt generated from a delivery notice):

- If the automatic creation is disabled, litigations must be created manually by users.

- If the automatic creation is enabled, the menu used for creating litigations in documents will not be accessible. Litigations will be generated once the document has been

validated.

Note

The automatic creation option does not affect data import which depends on the "$$_GERELITIGE" field.

When the "Litigation on lower quantity if remainder management" option is enabled, litigations on lower quantities can be created automatically or manually.

Modify a document

When modifying a document, you can access the litigation processing window at any time. Once the document has been validated, all litigations (excluding forced litigations)

that have not been processed or that are not currently being processed will be deleted. New litigations will be created automatically if required.

Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

The register settings are used to configure the properties of one register or of all the registers of a store. The register settings are accessible in both the Back Office and the

Front Office: To configure a register, just double-click on the register of your choice. Once the record open, the various settings are available through tabs. Each of these tabs

is detailed hereafter.

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General tab

Preferences tab

Additions tab

Management tab

Discount tab

Daily operations tab

End of day tab

Cash float tab

Layout tab

Cash register receipt tab

Receipt (continued) tab

Print tab

Peripherals tab

Communications tab

Standalone mode tab

Services tab

Defining register settings

Configuring touch screen and keyboard

Displaying a Web page using e a button on the touch pad

Configuring receipt input

Configuring tax refund

Additional actions

Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

Identification of the register

Sales receipt

Fields

Description

Code/Title

Code of the register on 3 characters and labelling of the register

Store

Store affiliated to the register: a register is associated with only one store; but one

store may have several registers.

Warehouse

Warehouse affiliated to the register: as for the register, a warehouse is associated

with a store.

If this option is checkmarked, the register cannot be used anymore. In this case, no

linked to cashing will be performed.

Fields

Description

Default customer

Customer selected automatically when a sales receipt is entered, also referred to as

walk-in customer.

Enter customer

Makes the entry of the customer mandatory for each sales receipt entry. If this

option is checkmarked, additional settings will be proposed.

- Proposes default customer: the default (or walk-in) customer will be selected

automatically each time a receipt is entered.

- Enter customer by name: allows you to enter the customer's name rather than his

code. Once his name validated, the customer list appears and displays all the

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Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

Management of salespeople/cashiers

customers with the same name as the one initially entered

- Simplified customer record: gives the user the opportunity to keep the essential

customer information (contact information, information.) The non simplified

version displays additions and information about conditions and payments. The

simplified record is available only in Front Office.

Assign last receipt to a customer

If the receipt is assigned to the default customer, a warning message asks the user,

after the validation of the payment method, whether the receipt must be assigned to

a specific customer.

Customer threshold mandatory

Is used to enter an amount beyond which the entry of a customer is mandatory. As

soon as an amount is entered, the following setting is enabled:

- Invoice if threshold exceeded: if the customer threshold is superior to 0, it is

possible to ask for an invoice in the case where the threshold is exceeded.

Invoice if customer is a company

If the customer is defined as a company in the customer record, an invoice is

printed if this customer makes a purchase.

Pre-positioning on grid

If the "Proposes default customer" option is disabled, this setting is disabled too.

Thus, upon sales receipt entry, the cursor automatically positions on the Customer

field to enter his name without making this identification mandatory.

Empty line allowed

The user can enter items into the grid within any line. Otherwise, the user can

populate only the next line.

Automatic line transition

Once the item entered, the cursor goes automatically to the next line.

Break before next receipt

After every sale, a message displays that must be validated before another sales

receipt can be entered.

Proposes linked items

In the case where an item is linked to another, a message will propose this item for

sale.

Validate the printing of checks

If a sale is paid by check, after the check is printed, a new window must be

validated to perform the registration of the receipt.

Force the keyboard in caps lock

Letters entered are automatically in upper case. If this option is enabled, a conflict

may arise when a barcode is entered with a handheld scanner. It is then

recommended not to force the keyboard in caps lock.

Display base price

Allows the display of the base price in the sales receipt entry for each line. First of

all, the GL_PUTTCBASE or GL_PUHTBAS fields must have been added to the

input list (go to module Settings, menu Documents, command Input lists.)

Selling price

Selection of the selling price type used for sales receipt entry: Customer invoiced,

Invoiced exclusive of tax, Invoiced inclusive of tax.

Zero price control

Performs a control if the item is priced at EUR 0. The following controls are

proposed: No control, Control and message, Control and blocking message.

Fields

Description

Recover salesperson

Select the method used to assign the salesperson/cashier to the receipt:

- No recovery: the header mentions no salesperson, no cashier. The user must

specify them for each new receipt.

- From the register: the salesperson/cashier allocated to the register is used. It is the

staff member specified in the "Default cashier" field.

- From the customer: the salesperson is associated with the customer record (tab

Additions.)

- From the previous sales receipt: the salesperson/cashier who made the previous

sales is kept.

- User code: salesperson/cashier who authenticates on the software. The user who

authenticates must have a salesperson profile (defined in the Employee record.)

A salesperson/cashier may be assigned to every item line.

- Recovery 1st line: concerns the salesperson/cashier of the first line in the grid.

- From the register: the salesperson/cashier allocated to the register is used.

The salesperson/cashier of the register is defined in the he "Default cashier"

field.

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Payment methods

Financing plans

Display amounts in foreign currency

Running condition

Receipt line entry

- From the customer: salesperson assigned to the customer. A salesperson

can be assigned in the customer's record in the General tab, in section

Communications.

- From the document header: salesperson/cashier assigned to the receipt.

- From the previous receipt: salesperson/cashier who was assigned to the

previous receipt.

- User code: salesperson/cashier who authenticates on the software. The user

who authenticates must have a salesperson profile. The salesperson must

have an affiliated account: therefore, go to Settings - Registers - Store staff

and then to field User. This can also be defined in the Back Office via Basic

Data - Store staff - Store staff.

- Recover next: concerns the salesperson/cashier for the lines to follow.

- From the document header: salesperson/cashier assigned to the receipt.

- From 1st line: salesperson/cashier assigned to the first line.

- From previous line: salesperson/cashier assigned to the previous line.

- 1st salesperson rule: salesperson/cashier who made the first sale of the day.

Only salespeople that have

clocked in on the touch pad

Upon sales receipt entry, when the dynamic touch pad of the salespeople displays,

the number of salespeople can be limited to the salespeople present in the store. If

this option is checkmarked, the touch pad will only display the salespeople who

effectively clocked in.

Mandatory entry

Specifies that the entry of a salesperson, or cashier is mandatory when entering a

sales receipt.

Default salesperson

Selection of the salesperson/cashier automatically assigned to each receipt.

Fields

Description

Authorized methods of payment

Payment methods accepted at cashing. Payment methods can be created and

modified in the Back Office in module Settings, menu Management, command

Payment methods.

Change

Payment method used to give back change for a paid amount

Exchange difference

Specifies the payment method used to manage exchange differences. Is used for

accounting entries to manage the differences linked to exchange rate fluctuations.

Return of receipts

Specifies the payment method used to manage item returns. Generally it is a credit

note.

Link for payments

For payment methods that require to be traced (credit note recovery, collection of

deposits, etc.) the application will search for the linked original document and the

associated customer.

Fields

Description

Management of financing plans

This option is checkmarked if you want to manage installment payments. These

payments must be configured first in the Back Office via module Settings, menu

Management, menu item Financing plans

Fields

Description

Displayed currencies

Select the currencies in which prices can be displayed upon sales receipt entry.

Prices in these currencies can then be viewed when a sales receipt is entered via the

Additional actions button, option "Prices in foreign currency."

Highlight rates entered for more

than

This setting allows the user to highlight the exchange rates that have been entered

for more than X days (X is comprised between 0 and 9999 days). The conversion

takes into account the currency rate of the incoming payment, defined as follows:

- Stock exchange of store

- Default rate type for payments (defined in the Company settings)

Fields

Description

Mono session

There is only one Front Office open on the register. This mode secures the register

operations and prevents possible errors occurring when two screens are displayed.

Management linked to

If this option is checkmarked, management operations (such as the entry of a

transfer or an inventory movement) will be possible only if the register is already

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Receipt on hold

Sale for delivery

Airport

Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

Maximum values

Management of sales to deliver/pick up

encashment

open. As long as the register is closed, no management operation can be carried out.

Fields

Description

Receipt on hold

This option enables the user to put a receipt on hold to carry out other operations.

For example, a customer may ask for another item whereas the receipt is being

entered. The receipt may be completed and finalized later. Several options are

available:

- Automatic pending: the receipt is transferred on hold to another register where this

option is not checkmarked. This way, it is possible to dedicate a register to the entry

of a sales receipt and another to cashing.

- Printing receipt on hold: allows the printing of a temporary receipt. It can be used

to identify the receipt for cashing.

- Search with identifier: enables the user to search for a receipt on hold by the

means of its number. The number is displayed on the printed receipt.

- Put on hold without confirmation: when a cashier gives up a receipt, the latter is

automatically put on hold without informing the cashier.

- Propose the customer's receipts: once the customer identified for a sale, and if

there are pending receipts for this customer, a message will prompt the cashier to

integrate these receipts with the current one.

- Number of history days: number of days during which pending receipts are kept.

A value of 365 days keeps the pending receipts in the database for 1 year.

Fields

Description

Customer required

The customer different of the default one has to be specified.

Save address if sale to deliver

Stores the address of a third-party for sales to deliver. The operation of this setting

is subjects to the settings defined for the document type FFO (see ”Address

management” in the Third-party tab.) If this setting is ticked for the FFO document

type, and if the “Save address if sale to deliver” setting is:

- Ticked: the customer’s address is saved if the sales receipts matches a sale to

deliver (this type of sale cannot be delivered to a fictitious third-party.)

- Not ticked: the address is saved if the receipt is linked to a non fictitious third-

party, or if the cashier entered an address for the receipt. Otherwise, no address is

saved.

Fields

Description

Boarding pass reader

Specifies if the register is equipped with a boarding pass reader.

Customer is mandatory if no

boarding pass

If this option is checkmarked and the boarding pass is not scanned, the

identification of the customer is mandatory when entering a sales receipt.

Fields

Description

Quantities and percentages

Specify the maximum number of items authorized per line.

Unit prices and amounts

Specify the maximum net unit price authorized per line.

Fields

Description

Select the type of sales you want to manage:

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Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

Return of merchandises

Click here for further information about return settings.

Management of sales

- To pick up from stock: the item is available in stock and put aside to be picked up

later by the customer.

- To deliver from stock: the item is available in stock and put aside to be delivered

to the customers, or it will be sent from another warehouse if the item is not

available in the store.

- To pick up on order: the item is not available in stock and requires the creation of

a purchase order and a customer order. The customer will pick up the item in the

store as soon as the store receives the order.

- To deliver on order: the item is not available in stock and requires the creation of a

purchase order and a customer order. The item will be delivered to the customer as

soon the order is received.

Default pick-up

Select the sales type used by default for the register.

Fields

Description

Check returns of merchandises

Enables the register to make returns of sold items. If this option is:

- ticked, the returns will be controlled based various criteria.

- not ticked, returns will made on the register without any control.

Recover customer of the return

Allows the user to recover the customer of the original receipt when recording a

return line. If the receipt where the return line is recorded is already assigned to a

customer, the salesperson is prompted to confirm.

Remainder management on

returns

When an item is returned, in the case of a single item sale, the current operating is

kept; the sales line of the original receipt is found in order to recover the

corresponding line information. In the case where the quantity in the original line is

superior to 1, the screen that displays allows the entry of the quantity to return. A

control is performed to prevent the entry of quantity superior to the quantity still to

return (refer to Remainder Management on Returns).

Return receipt numbering

This option is used to specify whether return receipts have to be numbered

differently from sales receipts. In this case, the internal reference of the receipt is

calculated via a counter dedicated to the return receipts.

Just remind:The internal reference is made of the cash register number, the period

identifier (day, month, year, closure number), the receipt type, and a chronological

period number.

Receipts types are as follows:

0 - Receipt on hold

1 - Sales receipt

2 - Cash flow receipt

3 - Invoice

4 - Return receipt

Code "4" of the internal reference is used to differentiate return receipts from other

types of receipts. The reinitialization rule for the receipts counter also applies to

return receipts. If the cashier requests to consider the return receipt as an invoice;

the counter used in this case will be the counter of the return receipts and not the

counter of the invoices. The allocation of the internal reference in standalone mode

takes these rules into account.

Checking reimbursement card

This setting is used to control that the bank card to which will be credited the

reimbursement of the returned item is the card used to pay the original sale.

- If the card was used to pay partially or totally the original sale, the reimbursement

on this card is accepted. If several items from different sales receipts are returned at

the same time, the bank card will be accepted if it was used to pay at least one of

these receipts.

- If the card was not used with the original receipt, an error message warns the

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Cancel receipt

Customer addresses

The address type must be defined first in the Back Office module Settings, menu Customers, command Address types.

Fiscal references

These fields are mainly used in Ecuador to enter a code that can be included in the fiscal references of the documents.

cashier, and the validation process of the receipt is interrupted to allow the cashier

to change the refund method for the return.

This operating mode is associated with an access right "Refund a card different

from that used for the sale." Some cashiers may have the right to override the

prohibition, for example if the customer received a new card upon expiry of the old

one.

Recover salesperson from

original receipt

This option is used to recover or not the salesperson from the original sale in the

case of a return with control,At the cash register. The salesperson must be specified

again by the operator who enters the return. Depending on the activation of this

option, the salesperson assigned to the return may be the person who initially sold

the item or the operator who enters the return.

Accept return - time period

Period (in days) beyond which a return is no longer possible. This period starts

when the receipt is created. If the value is 0, there is no limit of time for the return.

Default discount

Return reason associated by default with the return of an item: defect, purchase

error, etc.

Barcode search

Items of a receipt can be found quickly, if the barcode of the internal reference of

the receipt is scanned. To take fully advantage of the feature, the internal reference

must be printed as a barcode on the sales receipts.

Two choices are proposed:

- Search by Internal reference barcode: when the cashier makes a return, a screen

displays where he can scan the internal reference of the receipt. Once the internal

reference of the receipt entered, the multiple selection criteria for the returned line

are displayed with the lines of the corresponding receipt.

- Search by Internal reference barcode and item reference: when the cashier makes

a return, a screen displays where he can scan the internal reference of the receipt

and the barcode of the item. Once the internal reference of the receipt and the

barcode of the item entered, the multiple selection criteria for the returned line are

displayed with the line of the receipt corresponding to the references entered.

Management rule for returns

This option is used to define how item returns are managed with the following

choices:

- On sales receipt: in a same receipt, the cashier can enter sales and returns of items.

The total of the receipt may be either positive or negative.

- Only on return receipt: the receipt can include either sales lines (this is a sales

receipt), or return lines (in this case you will have a "return receipt".) The exchange

of an item will trigger the entry of a return receipt and then a sales receipt.

- On sales receipt if total is positive: the cashier can enter on the same receipt, sales

and returns if the condition that the total of the receipt is positive. The receipt

created is then a "sales receipt". If the total of the receipt is negative or null when

the lines of the receipt are validated, an error message warns the cashier, and the

validation process is interrupted. The cashier must then delete the returns to record

the sales receipt. Then, he must enter the returns on a return receipt. This operating

mode also applies when a receipt is entered in standalone mode.

- On sale if total is positive or null: is used to record an item return in a sales receipt

with the condition the subtotal remains positive or null. This rule can be enabled for

a register connected to a tax printer that imposes this constraint.

If there are no settings specified, the search is carried out using the sales multi-

criteria selection screen.

Fields

Description

Cancel cash receipts

Authorize the cancellation of receipts paid in cash

Time to cancel receipt

Period (in days) beyond which a receipt cannot be cancelled. This period starts

when the receipt is created. If the value is 0, there is no limit of time for the

cancellation.

Fields

Description

Store identifier

This field (GPK_TPEIDBTQ) stores the code of the tax printed used.

This field (GPK_TPEIDCAISSE) assigns an identical number to all registers of a

same store.

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Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

This tab is used to define the commercial management on the register relating to discounts.

Discount management

Markdown reasons

Maximum authorized %

Three maximum thresholds are authorized for discounts. They are used to limit the discount amounts. There is no limit if the threshold is set to 100%. It is then possible to

apply restrictions to these thresholds by granting or denying access rights to certain user groups. For more information about this feature, see the section about Access Rights.

Detail of receipt discounts

This section is used to define the type of display you want for the recap of discounts obtained via the [Detail of discounts] at cashing.

(Refer to Final Selling Price).

Fields

Description

Enter discounts

Tick this option to activate the following options in order to authorize the

salesperson/cashier to grant discounts per item when entering a sales transaction.

- Rounded: rounding type for the discount.

- Rounding the discounted amount: the amount is rounded after the deduction of the

discount.

- Display discounts: if this option is checkmarked, two discounts columns (in

percentage and in gross value) are displayed.

- Price increase: is used to grant negative discounts and thus charge higher prices

than the original.

- Invoice total discount for discounted lines: the user may grant a line discount and

a global discount on the receipt.

Unit price of grid

Displays the unit price in the grid. The net price gives the amount after the discount.

The gross price gives the amount before the discount.

Fields

Description

Enter mark-down

Adds a field relating to the discount reason to the sales receipt entry interface.

- Authorized reasons: all reasons that may be selected. Mark-down reasons are

created in the Front Office, via module Settings, menu Registers, and command

Mark-down reasons; or in the Back Office, via module Settings, menu Front Office,

and command Mark-down reasons.

- Mark-down required: the entry of a mark-down reason is mandatory. The discount

cannot be granted as long as the reason is not specified.

- Keep line reason: in the case where several lines are discounted for different

reasons.

Field

Description

Display screen

This option proposes the following values:

- On request (default value): The [Detail of discounts] button is available to display

the screen, and remains accessible when you enter payments, until the final

validation of the receipt.

- In case of discount: The screen displays automatically on the payment screen

before the payment is effectively entered in the case the sales receipt includes at

least one discount (price list, allocation, manual, loyalty.) The [Display discounts]

button remains after leaving this screen until the final validation of the sales receipt,

so that these elements can be displayed, if need be. Note that this screen can be

displayed in the case of a cash receipt.

- Systematic: Once the cashier validates the items to enter payments, the screen

displays systematically, if there is a discount or not, except for cash receipts. The

[Detail of discounts] button remains available.

In the recap screen of discounts you can display 3 types of user-defined

information, such as:

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Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

This tab is used to define the settings linked to opening and closing a sales day.

Daily opening/closing

Alerts

These alerts are aimed at providing the store's staff with a better overview of the actions to perform at daily opening and/or closing.

Free information to display

- Category/subcategory 1 to 8

- User-defined table 1 to 15

- Checkbox 1 to 15

The short description will be display in the columns.

Fields

Description

Taxation exception upon opening

Just remind: when the user opens a sales day, he can specify if the day derogates

from the tax system defined. This system is used in certain American states to boost

sales. For the registers that do not use this feature, this setting is used to propose or

not the selection of the taxation exception to apply by default to the receipts of the

day.

Management of events

At day closing, various events such as events linked to the weather, to the number

of entries and so on, can be selected to make statistics.

Enter times at the end of the day

Is used to display at the end of the day a screen to record the hours worked by the

salespeople.

Starting bank remittance

At each closing, the bank remittance will be carried out automatically. This option

can be selected only if safe management is enabled (see the Cash Float Tab.)

Disconnection at the end of the

day

Closes the application automatically.

Document detail in log

Supplies the event log with data.

Reset internal reference counter

Frequency at which the count is reinitialized. The selection of the frequency has an

impact on how the internal reference of the receipt is built up (refer to Fiscal

References.)

Accelerated closing

This setting enables the operator to work at night without being disturbed by a sales

day closing, thus assigning the sale to the right calendar day. This feature allows the

operator to perform an accelerated opening/closing, thus postponing time-

consuming operations on a later date (refer to Accelerated Closing.)

Fields

Description

Alert on open cash registers

When closing the sales day, a warning message will display if other registers of the

store are still open.

Alert on non validated notices

Display of alert notifications (on the opening and closing interfaces of a day)

concerning non validated delivery notices.

Alert on transfer requests

Display of alert notifications (on the opening and closing interfaces of a day)

concerning non validated transfer requests.

Alert on deferred checks

Display of an alert notification when opening a sales day about pending deferred

checks. The safe management must be enabled (see tab Cash float.)

Alert on transfer/purchase/order

proposal

Display of alert notifications (on the opening and closing interfaces of a day)

concerning transfer/purchase/order proposals.

Alert on inventory

Display of alert notifications on inventories in progress.

Alert on overdue loans

This setting enables for each register an alert for loans whose theoretical date of

return has expired. At daily opening, this option enables you to display loans whose

return dates are due.

Alert on call back lists

This setting is used to define for every register an alert for call that have to be

made.

Alert on non clocked-out users

Alerts about the presence of users who did not clock out. These alerts can then be

viewed in the Sales receipts entry module, menu Daily operations, menu item Daily

brief, and from the register opening and closing screens.

Fields

Description

When closing a sales day, the register control checks the amount actually in the

cash drawer compared to the total amounts collected during the day per payment

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Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

Card number

User-defined reports

This information is used to define the user-defined report that will be launched at day closing. Remark: this report will be launched only if the user has the appropriate rights

to launch user-defined reports.

XML export

Selection of a printing template from the list of available templates for the XML export of a receipt. You can edit the printing template by clicking the button located at the

end of the field.

Back Office: Settings - Front Office - Register

Front Office: Settings - Registers - Registers

Cash float

method. Once the control enabled, additional options are available.

Selection list for the payment method subject to the control. The payment methods

must match the payment methods selected in the register control section (see tab

Daily operations.)

Specifies the register operation for which the register discrepancy receipt will be

generated. Only payment methods of type "Register discrepancy" (see Payment

methods) will be proposed.

Blind entry

Is used at register closing to generate the entry of the final cash float with no

information about the collected amounts, available to the cashier. The data entered

is more accurate, but the operation is time-consuming.

Entry of the envelope number

Is used to add a column to the payment method summary at safe remittance in order

to enter the envelope number. The entry is free and optional; you can enter for

example a number of banknote envelopes and other information (or none) for coin

envelopes. No uniqueness check is performed on the value entered.

Required entry of coins and notes

Is mandatory for cash amounts. The total matches the total cash amount in a

currency for the day.

Open drawer automatically

The drawer opens automatically when the cashier accesses the Register control

interface.

Reason for discrepancies

The user must justify any discrepancy between the amount owned and the amount

collected.

Fields

Description

Reset card numbers

The current standards (PCI DSS) require providing a tool for erasing the bank card

numbers stored in the database. A manual process can be carried out from the Back

Office, via module Administration, menu Maintenance, command Reset card

numbers. If you want to automate this process, checkmark this option so that the

utility to reset the numbers is launched at the end of the day closing.

Number of days for

preservation/to study

These fields are used to limit the processing time by specifying the number of days

for which you will search the elements to process. The number of days to study

must be higher than the number of days for preservation.

Fields

Description

Cash float management

Manages the entry of cash float at daily opening. Once this setting enabled,

additional options are available. Note that safe remittance takes cash floats into

account. In other words, the cash amount withdrawn from the register for safe

remittance is the difference between the amount entered during the register check

and the cash float amount.

List of payment methods that may be used for cash float.

Cash float

Reports the entry of the register cash float to a register operation movement

(generally called FD.)

Constant cash float

Specifies that the cash float remains the same from one day to the other. This option

is not compatible with the "Modification at closing" option.

Recovery at opening

Automatically resumes the cash float left the day before

Modification at closing

Authorizes the modification of the cash float only if the "Constant cash float" is not

checkmarked.

Management of cash float

If there is a discrepancy between the cash float at opening and the cash float found

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Safe